Overview
You can troubleshoot common errors that you might experience when exporting from ServiceTitan to Intacct. If you continue to experience your Intacct exporting error, please contact ServiceTitan support.
Who uses this feature
Administrators, office employees, managers, accountants, and bookkeepers
Applies to all business types
Applies to all trades
Feature configuration
Account configuration is required to use this feature. Please contact Technical Support for details.
General troubleshooting
Try to unpost, then repost and re-export your batches a few times first
Check if all transactiosn actually exported to Intacct before troubleshooting
Clear your browser cache if batch shows conflicting status
Verify that business units have both Intacct location and department assigned
Find exporting errors
Export errors from Intacct show up on the ServiceTitan Sync Sessions Report under Reports 2.0. You can specify a date range and select whether or not you want to see only errors. Each line represents a portion of the batch export. You can select a line and click the number under Pair Count to see more information about each object error.
Learn more about custom reports.
Fix common Intacct errors
The errors below have been generalized. For example, the pound sign (#) indicates where a number or name would appear in the error.
Batch ### error: There is not enough quantity for Item ID '______' Quantity needed : __ and Quantity available : __ . Could not create Document record.
This error can occur with inventory transfers between locations.
Note: Quantities in Intacct may not match ServiceTitan due to manual adjustments. Check quantities in Intacct first before creating adjustments.
Check the items on Intacct and make sure that they are active.
Export any receipts so that quantities in Intacct may be updated.
If the error still persists, an inventory adjustment is needed directly in Intacct.
Create an adjustment in Intacct for the item where the quantity of item exceeds the quantity on the invoices.
Note: Do not create an adjustment in ServiceTitan as we are using ServiceTitan as the source of truth so only Intacct needs to be updated.
Export the batch again.
Batch #27514521 error: Enter a payment request date within an open period, then try again.
This error refers to the payment due date on the invoice. All payments are exported and you can bypass the batch.
Batch export error: BL34000061: Another Vendor with the given value(s) _ already exists. Could not create Vendor record
Go to Intacct and check if there is a duplicate vendor or customer (active or inactive) with the same name as the one causing the error.
If there is a duplicate, delete it from Intacct.
If there is no duplicate or you have deleted it, make sure the ST ID is populated in ServiceTitan.
Try exporting the batch again. If the error message persists, create a new vendor or add a "*" to the vendor name in ServiceTitan before re-attempting export. This creates a new vendor in Intacct which you can then merge with an existing vendor if necessary.
If none of these solutions work, contact ServiceTitan support for further assistance.
Bill to Contact is configured as non-editable in Transaction Definition. You cannot change the Bill to Contact.
Users can enable or disable editing for the Bill to Contact field in Intacct.
Ensure the Bill to is checked in Intacct:
In Intacct, go to Order Entry or Purchasing > Setup > Transaction Definitions.
Click Edit.
Click Print.
Check the Allow Editing checkbox.
Create/update operations are restricted for departments. Please ensure you have a department with exact name '#######' in Intacct.
The business unit on the transaction you are attempting to export does not exist as a department in Intacct.
Choose a business unit that exists as a department in Intacct for the invoice.
Alternately, if applicable, add the business unit as a Department in Intacct:
In Intacct, go to Company Departments.
Click Add and add the business unit.
Critical error: An error occurred while sending the request.
This error occurs due to server issues on Intacct. Unpost your batch, then post your batch again and re-export. Repeat these steps a few times. If you are still encountering this error, contact the Technical Support team.
Critical error: Error while copying content to a stream
In ServiceTitan:
On the navigation bar, go to Accounting.
Locate the batch causing the error.
Unpost the batch.
Re-post the batch.
Export the batch and verify that the error message no longer appears.
If the error persists, contact Technical Support.
Critical error: Intacct server responded with code 400
This indicates a server-side error. Contact Technical Support to resolve this error.
Critical error: Intacct server responded with code 429.
This error occurs due to server issues on Intacct. Unpost your batch, then post your batch again and re-export. Repeat these steps a few times. If you are still encountering this error, contact the Technical Support team.
Critical error: Intacct server responded with code 502
This error occurs due to server issues on Intacct. Unpost your batch, then post your batch again and re-export. Repeat these steps a few times. If you are still encountering this error, contact the Technical Support team.
Critical error: Intacct server responded with code 503
This error occurs due to server issues on Intacct. Unpost your batch, then post your batch again and re-export. Repeat these steps a few times. If you are still encountering this error, contact the Technical Support team.
Critical error: Intacct server responded with code 520.
This error occurs due to server issues on Intacct. Unpost your batch, then post your batch again and re-export. Repeat these steps a few times. If you are still encountering this error, contact the Technical Support team.
Critical error: The request was canceled due to the configured HttpClient.Timeout of 600 seconds elapsing.
This error occurs when your batch is too big and the connection timed out. Try exporting a smaller batch. If you are still having issues, contact Technical Support.
Customer XXXXXX specified is not valid.
Check whether there is an inactive customer with the same name. If there is an inactive customer in Intacct, change it to active.
Dependent entity of type Customer (ID = #######) is not synced. Customer NNN_ ####### does not exists.
Customer profile is missing. If you already attempted to sync customer profiles, contact Technical Support for further assistance.
Dependent entity of type LocationContact (ID = ######) is not synced. contactversion: Required field 'Print As' is missing. Validate contactversion record failed! Could not create contactversion record!
The service location used on the invoice does not have a name. This typically should be the name of the customer.
Add a name to the service location.
For more, see Edit or add to a customer and location record.
error CORE-1386: Field Contact name: '___' cannot contain more than one continuous space.
The customer name in ServiceTitan has an extra space or spaces.
In ServiceTitan:
Find the customer record for the name referenced in the error.
Click Edit
next to the customer's name.In the Name field, remove any extra spaces and click Save.
Re-export the batch.
Error XL01000031 Invalid field ST_ID
In ServiceTitan, go to Settings
> Integrations > Intacct.Click Download Package on the top right corner of the screen and download the package to your computer.
Make note of where you saved the package.
In Intacct, go to Platform Services > Custom Package > New Package.
Select the package file you downloaded from step 2.
Upload the package to your Intaccct account.
Try to export your batch.
If you are still experiencing the error, contact Technical Support.
Error: Your Receiver transaction definition is configured to affect GL. However, no GL Accounts were found in the AP GL Information tab for item ID '___' and warehouse '__'. Could not create a Document record.
The GL group assigned to the transaction in ServiceTitan mentioned in the error is not included in the Posting Configuration in Intacct.
Identify the GL group assigned to the item mentioned in the error in ServiceTitan.
Go to Intacct > Purchasing > Set-Up > Transaction Definition.
Find the transaction from ServiceTitan and click Edit.
Go to the Posting Configuration tab and enter in the GL Group on that list.
Re-export the batch.
For Sub total 'Sales tax', GL Account '####' is configured as requiring a Location.
In Intacct, navigate to General Ledger > Accounts.
Click Edit on the account.
Scroll to the bottom and uncheck the Location option.
Click Save.
Export batch from ServiceTitan
GL Account number '####' is configured as requiring a Department
Identify the business unit of the transaction in error
In ServiceTitan, go to Settings > Business Units and click Edit on the the business unit
Under the Intacct tab, make sure a department is assigned and click Save.
Re-export
If the error continues, we recommend you remove the department requirement:
Identify the GL account.
In Intacct, edit the GL account and uncheck requires department checkbox and save.
In ServiceTitan, export batch.
Illegal format for Contactversion : Primary Email Address no.
The customer's email address was entered incorrectly.
Ensure the email address is in an appropriate format, i.e. xxxxxxx@xxxxx.xxx.
To learn more, see Edit or add to a customer and location record.
Operation failed.
This error occurs due to server issues on Intacct. Unpost your batch, then post your batch again and re-export. Repeat these steps a few times. If you are still encountering this error, contact the Technical Support team.
Payment dates must be greater than their invoice dates
A configuration in Intacct prevents having a payment date before the invoice date.
Turn off this configuration:
In Intacct, go to Accounts Receivable > Open Setup > Configure Accounts Receivable.
Locate the Enable Functionality section. Uncheck Payment dates must be greater than their invoice dates.
Click Save.
If you do not have the Configuration section under Accounts Receivable, you can manually add the payment in Intacct and bypass the batch in ServiceTitan.
PL03000004 The specified subtotal of 'Sales tax' can not be found in the document definition. Please check the document subtotal definition and try again.
In Intacct:
Go to Order Entry > Setup > More.
Click the plus icon on Transaction definitions.
Edit Sales Invoice.
In the Accounting section, make sure the Sales tax line item has a value type of Amount and not Percent.
PL030000035: Date must be on or after ##/#/####" when exporting to Intacct.
To resolve this error, change the Bill Date on the bill to be on or after the date specified in the error message. Make sure the bill is unbatched and unreconciled prior to doing this.
PL05000058: Date Due cannot be earlier than the date of the transaction..BL01001973: Error preparing values.BL01001973: Could not create Document record.
Contact Technical Support if you encounter this error.
Project customer ST_###### does not match document customer. Could not create Document record!
The service location on the invoice you are attempting to export does not belong to the Bill To customer.
Update the project on Intacct to be the Bill To customer:
In Intacct, go to Projects > Projects.
Search for the project by looking up the ServiceTitan job number.
Click Edit.
From the dropdown, select the customer that is listed as the Bill To customer on the invoice.
Click Save.
Location ID is required for the multi-entity shared warehouse with ID: #########
The warehouse does not have a location or entity assigned in ServiceTitan.
Ensure the warehouse has been mapped to an Intacct entity.
To learn more, see Intacct Onboarding Step 6: Set up inventory with Intacct.
Remote GL account or Bank Account is not set for this payment type.
There are no GL or Bank accounts specified for the payment type of the payments you're trying to export.
In ServiceTitan:
Go to Settings
> Payment and Invoice Types.Click Edit for the payment type mentioned in the error.
From the Account dropdown, select the account you would like your payment to export to in Intacct.
Save your changes.
Export the batch again.
Ship to Contact is configured as non-editable in Transaction Definition. You cannot change the Ship to Contact.
Users can enable and/or disable editing for the Ship to Contact field in Intacct.
Ensure the Ship to is checked in Intacct:
In Intacct, go to Order Entry or Purchasing > Setup > Transaction Definitions.
Click Edit.
Click Print.
Check the Allow Editing checkbox.
Smart Rule ######### Violated
A custom smart rule has been broken in Intacct.
Contact your Intacct support specialist, as a script revision may be required.
The account number '#####' requires a Department. Currently, we cannot create the transaction 'XXX_########'. Could not create Document record.
In ServiceTitan:
Go to Settings > Operations > Business Units.
Locate the business unit impacted by the error and click Edit.
Click the Intacct tab.
Select a department from the Intacct Department dropdown. The department must match the department assigned in Intacct for the associated business unit.
Select a class from the Intacct Class dropdown. The class must match the class assigned in Intacct for the associated business unit.
Click Save.
The invoice doesn't have active items.
This error occurs if your transactions have items inactive in Pricebook. Check your associated items in Pricebook and make sure they are active.
The record requires the field Vendor Document Number. Error preparing values. Could not create document record!
The receipt you are trying to export requires the Vendor Document Number in Intacct.
Add the Vendor Document Number to the receipt in ServiceTitan:
Go to the navigation bar and click Settings
.In the side panel, click Inventory > Receipts.
Select the receipt you want to update.
Click Edit.
Enter the Vendor Document Number in the related field.
Click Save.
The Ship to contact '______' is not associated with '______.' If you want to use this contact here, assign the contact to the Customer and then try again. Otherwise select a different Customer contact. Error preparing values!. Could not create Document record!
The contact is not assigned to the associated customer.
In Intacct:
Go to Order Entry > Configuration > Contacts.
Under Contacts in transaction drop-down lists, click Show all contacts.
Save your changes.
Re-export the batch.
The Term Name isn't valid. Could not create Term record! Error preparing values. Could not create Document record.
This error occurs if a payment term used in ServiceTitan does not exist in Intacct or doesn't match. You need to add the term name in Intacct.
In Intacct:
If the error is on a sales invoice:
Go to Accounts Receivable > Setup > Terms.
Add your customer's terms and save.
The term name must match exactly as seen in ServiceTitan.
If the error is on a purchase order:
Go to Accounts > Setup > More > Terms.
Add your tenant's terms and save.
The term name must match exactly as seen in ServiceTitan.
The undeposited funds account selected is invalid. Please provide a payment batch key.
The summary frequency is set incorrectly.
Set the summary frequency to Daily:
In Intacct, go to Accounts Receivable > Open Setup > Configure Accounts Receivable > Summary frequency.
Select the correct summary frequency.
This sodocument cannot be created. Leading/Trailing/Consecutive hyphens are not allowed. Could not create sodocument record! Could not create Document record!
The transaction you are trying to export has a number with a hyphen in the incorrect format.
Intacct does not allow numbers to begin or end with a hyphen or for hyphens to be consecutive.
To learn how to change the invoice number, see Edit an invoice.
Unable to create/update an invoice: the number is empty.
This error occurs if an invoice is missing an invoice number.
In ServiceTitan:
Go to the invoice.
Click Update invoice details.
On the Update Invoice Details screen, enter an invoice number in the Invoice # field.
Click Save.
Use of empty Location is invalid. A valid Multi-Entity Location must be specified.
The business unit does not have a location or entity assigned in ServiceTitan.
Ensure the business unit has a designated Intacct location.
To learn more, see Add or edit business units.
Your ######## transaction definition is configured to affect AP. However, no GL Accounts were found in the AP GL Information tab for itemid '#######' and warehouse '#######'. Could not create Document record!
The transaction definition does not have the Item GL Group specified on its posting configuration from the item on the Invoice you are attempting to export.
Add the Item GL Group to the transactions definition's posting configuration:
In Intacct, go to Purchasing > Open Setup > Transaction Definitions.
Depending on your transaction type:
If a sales invoice, click Edit on Sales Invoice
If a purchase order, click Edit on Vendor Invoice
Click the Posting Configuration tab.
For the line item, select the Item GL Group from the item on the invoice you are trying to export.
Select Debit or Credit and the appropriate GL Account.
Your ######## transaction definition is configured to affect AR. However, no GL Accounts were found in the AR GL Information tab for itemid '#######' and warehouse '#######'. Could not create Document record!
The transaction definition does not have the Item GL Group specified on its posting configuration from the item on the Invoice you are attempting to export.
Add the Item GL Group to the transactions definition's posting configuration:
In Intacct, go to Order Entry > Open Setup > Transaction Definitions.
Click Edit.
Click the Posting Configuration tab.
On the line item, select the Item GL Group from the item on the invoice you are trying to export.
Select Debit or Credit and the appropriate GL Account.
Unable to get Journal for transaction type: ####### Please specify a journal for ####### in Activities > Setup.
There is no journal specified for this type of transaction.
Add a Journal to the transaction definition specified in the error:
In Intacct, go to the appropriate section (Order Entry, Purchasing, or Inventory Control) > Open Setup > Configure.
Click the Document posting tab.
Add a Journal for the specified transaction definition in the Journal column.
##########: Error creating transaction. The 'Create transaction in' field setting prevents creating this type of transaction.
This error happens when the transaction definition security or entity settings are incorrect. Go to the transaction definition in Intacct and see if your entity is listed in the Entity Settings.
In Intacct:
Go to Order Entry > Setup > Transaction definitions > then edit Sales Invoice.
Under Security Configuration select Create transactions in
Click Top level or Entity and then Save.
Under Entity Settings, add the respective ServiceTitan entity.
##########: Invalid Project '############' specified..##########: Could not create podocument record!.##########: Could not create Document record!
PO was tied to a different job in a previous export/load or prior to open posting period in Intacct.
For UAT Testing: Make sure to create new jobs for every test within current posting period (for the job and the PO).
##########: Line 1: Location ID ___ is invalid..BL01001973: Error preparing values.BL01001973: Could not create Document record.
Location is not configured in Intacct.
In ServiceTitan, go to Settings
> Operations > Business Units.Click Edit on the business unit that is causing the error.
Go to the Intacct tab and ensure that the business unit has a designated Intacct Location from the dropdown.
Check if the location is configured correctly in Intacct.
If the location is not configured correctly, configure it correctly in Intacct.
Try exporting again.
##########: Required field warehouse is missing. ##########: Error preparing values. ##########: Could not create Document record.
Compare the item types on the transactions you export to the corresponding items in Intacct. Item types should match on the transactions, specifically, both should be inventory type items.
##########: Tax amount is not zero, but none of the lines are taxable.##########: Error preparing values.BL01001973: Could not create Document record.
This error occurs if an item tied to a transaction is not set to Taxable in Pricebook. Check the items in Pricebook and make sure they are taxable.
In ServiceTitan:
On the navigation bar, go to Pricebook.
Go to Materials, Service, or Equipment.
Locate the material, service, or equipment and click the More icon.
On the dropdown, select Edit.
On the edit page, select the Taxable option.
Click Save.
##########: You cannot update a root level customer from an entity/restricted user with one entity
Typically occurs when master data (vendors, customers, items) are loaded at the top-level, but your ServiceTitan environment is set to create and update entity-level master data in Intacct.
Note: This error occurs only when data is preloaded for go-live or during UAT. New records created via the API should not trigger this response.
Reload master data to the entity level, rather than to the top level. Prior to doing this, make sure to contact your Intacct VAR/Specialist.
Want to learn more?
See Intacct