This help desk article describes the most common error messages with Exact Online. In each case, it states why this happens and how you can fix it.
The most common error messages are:
1 - PDF document upload failed
Most of the time, this simply means that your login to Exact Online has expired. This happens if in Exact Online for example you would change the password of the user account you linked to. Then Exact Online will automatically close all login sessions which external systems have with this username.
You can recognize this by going to Settings > Sales Invoice > Accounting. If you see a red error message there like the one in the screenshot below, you need to take the following steps. If you don't see that error message, go to the next bit about the API limits of the link.
Undo the connection with Exact Online. You can do that by choosing Undo connection with Exact Online at the bottom of the page.
You will now be given another option to create a connection with Exact Online using the green 'Create connection' button.
After that, you will be taken to a page from Exact Online to sign in again.
Once you've done that, you'll be returned to IAMD and the link should work again.
Try syncing an individual invoice to Exact Online. If this works, everything will be fine again.
2 - API limits of the link
Exact Online imposes a limit on the number of lookups/adjustments that an external system such as IAMD. ERP is allowed to do per hour. Looking up an existing customer, requesting a payment status, ... are examples of lookups. Writing out invoices and uploading documents are also included.
These limits in themselves are quite high and normally IAMD. ERP ensures that they are not exceeded. However, should it happen that the connection with Exact Online stops working, it's possible that these limits have been exceeded. This usually solves itself within the hour.
There is also a limit which limits what we can do per calendar day. This limit is considerably higher and you should never reach it under normal circumstances. Suppose you do reach it, there is nothing to do but wait until the next calendar day.
Please note, if you would exceed the limit, IAMD will not restart the synchronization by itself. You would have to restart that each time by e.g. exporting a sales invoice to accounting.
3 - Not allowed: VAT code
The reason for this is that you are trying to use a general ledger account associated with a VAT code, which in turn is restricted to allow only expenses or just only income. This depends on how your Exact Online accounting is set up, and does not apply to everyone. IAMD. ERP cannot automatically catch this, as it is Exact Online that refuses to perform the entry. The solution here is to start setting the correct accounting code in IAMD. ERP, so that the correct general ledger accounts are used.
Suppose you have a VAT code for both purchase and sales in your accounting system, then you also have to provide in IAMD. ERP provide two separate VAT codes, each with the correct accounting code.
4 - Exists-already-account number: 20601, Diary 70
If the link with Exact Online is set up so that the invoice numbering from IAMD. ERP is also used as the journal numbering in Exact Online, then the same number should never appear twice. Probably in IAMD. ERP an invoice has been taken back from the accounting system to be re-exported, but for whatever reason it has not been undone in Exact Online. This could happen, for example, if the period was closed in Exact Online by the accountant.
The solution then is to first have this entry deleted or undone in Exact Online and then try to export again.
5 - Mandatory: Payment Condition
The payment condition indicated on the invoice was not found in Exact Online. Check this by going to the Master Data in Exact Online and choosing 'Payment Condition'. Check if the payment condition as defined in IAMD. ERP also exists here.
Settings > Sales Invoice > Payment Conditions. Open the payment condition in question and check the accounting code. This is the reference to the payment condition in Exact Online.
Here you will enter what is in the 'Code' column in Exact Online, as shown in the screenshot below.
6 - Ongeldig: Customer (Type)
If you get the Error message Invalid: Customer (Type) you are probably dealing with a sales invoice that you cannot export. The relationship in Exact Online is defined there as a supplier and IAMD cannot change the type.
In Exact Online, a relationship can be both a customer and a supplier at the same time. If the type is not yet set correctly in Exact Online, the link tries to automatically move the type so that a supplier also becomes a customer (or vice-versa). If you see this error message appearing, it usually means that the option to update a customer on export is OFF in IAMD. That means IAMD is not making any changes to an already existing relationship in Exact Online. Therefore, the link cannot move the type either. You either need to manually move this type yourself in Exact Online or you can check the required option.