The Error Transactions page in Alvys presents a centralized overview of transactions that failed to sync with external accounting systems. It allows users to quickly identify failed exports, examine error messages, and take the necessary corrective actions. The page is accessible from the accounting menu by selecting Error Transactions within Alvys.
The Error Transactions page includes the following columns:
Entity Type: The type of Alvys transaction that failed to export, showing where the transaction originated. Examples include Load, Trip, Paystub, Deduction, Accessorial Revenue, Toll, Fuel, Escrow, E-check, and Accounting Invoice.
Transaction Type: How the record is classified in the external accounting system, such as Invoice, Bill, Credit Memo, Vendor Credit, or Journal Entry.
Class: The subsidiary associated with the transaction.
Error Message: The message returned by the external accounting system explaining why the transaction failed.
Status: The current state of the transaction, such as Failed or Resolved.
Reference: Additional identifiers to link the transaction, such as load number, summary invoice number, or trip number.
Transaction Total: The total amount of the transaction.
Date Created: The date the transaction was first attempted to be exported.
Supported Transaction Types That Can Be Re-Synced from Error Transactions
Not all transactions can be automatically re-synced from this page. Currently, only the following entity types can be re-synced:
Load
Trip
E-check
Paystub
Before re-syncing, ensure that any necessary corrections have been made to the transaction. To re-sync:
Select one or more transactions from the Error Transactions page.
Right-click to reveal the context menu options “Sync Transaction” or “Sync All Transactions.”
Click Sync Transaction and confirm the action in the prompt.
Use Sync All Transactions only if all transactions in the Error Transactions list are ready for export. Any transactions that still require corrections will be skipped.
The following entity types cannot be re-synced from the Error Transactions page:
Deduction
Accessorial Revenue
Fuel
Toll
Accounting Invoice (same as a summary invoice)
Escrow
Carrier Statement
Driver Statement
For carrier settlements, summary invoices, and driver pay, corrections and re-syncs must be performed directly from their respective pages rather than from the general Error Transactions page.
Clearing an Error Transaction Manually Fixed in the External System
If a transaction has been manually corrected in the external accounting system and no longer requires action in Alvys, it can be cleared from the Error Transactions page:
Select one or more transactions from the Error Transactions page.
Right-click to reveal the context menu option “Mark as Synced.”
Click Mark as Synced and confirm the action in the prompt.
Only mark a transaction as synced if it has been fully resolved, as this action cannot be undone.
⚠️ Contact Alvys Support if a transaction fails repeatedly and cannot be re-synced, or if there are complex errors that cannot be understood from the Error Transactions page.
Common NetSuite Errors and Resolution Steps
This section provides an overview of the most frequently encountered errors when exporting transactions between Alvys and NetSuite. It explains why these errors occur, how to identify them, and the recommended steps to resolve or prevent them.
Duplicate Record
Error Shown in Error Transaction:
DuplicateRecord: An attempt to create a duplicate record has been detected. The external id of the transaction matches an already existing transaction.
This error indicates that a record (invoice, bill) already exists in NetSuite with the same transaction number or External ID, preventing Alvys from creating the transaction.
Resolution Steps:
Step 1: Search for the duplicate transaction in NetSuite
In NetSuite, use Global Search or the transaction list for the type (Invoice/Bill/Credit Memo).
Search by transaction number, External ID, or vendor/customer name to identify the existing record.
Step 2: Resolve the conflict
If the existing transaction in NetSuite is valid and should remain; mark the transaction as synced in Alvys to skip re-export.
If the existing transaction in NetSuite is incorrect or a test, delete it
Step 3: Retry the transaction in Alvys
Go to Alvys Error Transactions page.
Locate the transaction that failed.
Right-click and select Sync or Retry to export it again.
Step 4: Confirm success
Check NetSuite to verify the transaction has been created successfully.
⚠️ If the error persists after completing these steps, please contact Alvys Support for further assistance.
Customer Not Found
Error Shown in Error Transaction:
CustomerNotFound: Customer not found for name '[Customer Name]' and id '[Customer ID]’
This error occurs when Alvys cannot find the customer in NetSuite using the provided NetSuite customer ID during invoice export. It is usually caused by the Use Existing Customers setting being enabled, where Alvys relies exclusively on the NetSuite customer ID instead of matching by name. If the ID is missing, incorrect, or points to a non-existent customer, the invoice cannot be exported and this error is triggered.
Resolution Steps
Step 1: Verify the customer exists in NetSuite
Open NetSuite and confirm that the customer exists and is active for the relevant subsidiary.
Locate the NetSuite customer ID in the URL of the customer record:
Here, “12345” is the NetSuite customer ID that must be entered in Alvys.
Step 2: Update the External Accounting ID in Alvys
Open the customer/broker profile in Alvys.
Enter the correct NetSuite customer ID in the External Accounting ID field for the relevant subsidiary.
Save changes.
Step 3: Retry the transaction in Alvys
Navigate to the Error Transactions page.
Locate the errored invoice.
Right-click and select Sync to retry exporting the invoice.
Step 4: Confirm success
Verify that the invoice has been created in NetSuite successfully.
Ensure it is linked to the correct customer and subsidiary.
Multiple Items Found
Error Shown in Error Transaction:
MultipleItems: Multiple items found. Multiple vendors found for name '[Entity Name]'
This error occurs when Alvys is exporting a transaction (invoice, bill etc.) to NetSuite and cannot uniquely identify the entity (customer or vendor) based on the name. Alvys found more than one record with the same name, so it cannot determine which record to attach the transaction to.
💡 The entity type depends on the transaction:
Bills: the entity is a vendor
Invoices: the entity is a customer
Resolution Steps
Step 1: Determine the correct entity type
Check the transaction type in Alvys:
Invoice → entity is a customer
Bill → entity is a vendor
Step 2: Locate the duplicate entities in NetSuite
For customers: Lists → Relationships → Customers
For vendors: Lists → Relationships → Vendors
Search for [Entity Name] to find all matching records.
Identify the correct entity to use for this transaction.
Step 3: Resolve duplicates
Option A – Rename duplicates (Recommended):
Update the names to make them unique.
Step 4: Retry the transaction in Alvys
Go to the Error Transactions page.
Locate the errored transaction.
Right-click and select Sync to retry exporting it.
Step 5: Confirm success
Verify in NetSuite that the transaction has been created successfully.
Ensure it is linked to the correct entity and subsidiary.
Invalid Combination of Entity and Subsidiary
Error Shown in Error Transaction:
UnknownError: Error while accessing a resource. Invalid combination of entity and subsidiary.
This error occurs when Alvys is exporting a transaction (invoice, bill etc.) to NetSuite and the entity linked to the transaction is not valid for the assigned subsidiary.
Even if the entity name and subsidiary name appear the same on the transaction, NetSuite requires that the entity record (customer or vendor) be explicitly assigned to the subsidiary being used.
💡 The entity type depends on the transaction:
Bills: the entity is a vendor
Invoices: the entity is a customer
Resolution Steps
Step 1: Identify the transaction type
Check the transaction in Alvys:
Invoice → entity is a customer
Bill → entity is a vendor
Step 2: Verify subsidiary assignment in NetSuite
For customers: Lists → Relationships → Customers → [Entity Name]
For vendors: Lists → Relationships → Vendors → [Entity Name]
Open the entity record and check the Subsidiary field.
Confirm that the entity is assigned to the same subsidiary as the transaction in Alvys.
Step 3: Correct the subsidiary assignment
If the entity is not assigned to the correct subsidiary:
Edit the entity record in NetSuite.
Add or assign the correct subsidiary.
Save changes.
If your account uses multi-subsidiary entities, ensure the feature is enabled:
Setup → Company → Enable Features → OneWorld → Multi-Subsidiary Customers/Vendors.
Step 4: Retry the transaction in Alvys
Go to the Error Transactions page.
Locate the errored transaction.
Right-click and select Sync to retry exporting it.
Step 5: Confirm success
Verify in NetSuite that the transaction has been created successfully.
Ensure it is linked to the correct entity and subsidiary.
Failed Export of Updated Zero-Valued Transaction
Error Shown in Error Transaction:
UnknownError: Unknown error. An unexpected error occurred. Error ID: [” Sample Id”]
This error occurs when a transaction that was originally zero-valued (for example, a customer invoice with a total of $0) is later updated to a value greater than $0, and Alvys attempts to export it to NetSuite. If the Ignore Zero Valued Transactions setting was previously enabled:
Alvys may have skipped exporting the original $0 transaction.
When the transaction is updated to a non-zero value, NetSuite may generate an UnknownError related to the transaction’s internal ID or edit sequence. This prevents the updated transaction from exporting successfully.
Resolution Steps
Step 1: Identify the affected transaction
In Alvys, locate the transaction that was originally $0 and has since been updated.
Step 2: Contact Alvys Support
This error cannot be fixed manually.
Email Alvys Support with:
Load Number
Error message and Error ID
FAQs
Q: What is the Error Transactions page used for? A: The Error Transactions page provides a centralized view of transactions that failed to sync from Alvys to NetSuite or another accounting system. It allows users to review error messages, correct issues, and retry eligible transactions.
Q: Where can I access the Error Transactions page? A: In Alvys, navigate to accounting → Error Transactions.
Q: How do I manually clear an error for a transaction already fixed in NetSuite?
A: Select the transaction in Error Transactions, right-click, choose Mark as Synced, and confirm. Only do this if the issue is fully resolved.
Q: Can all failed transactions be re-synced from the Error Transactions page? A: No. Only the following entity types can be re-synced directly from this page: Load, Trip, E-check, and Paystub. Other transaction types must be corrected and re-synced from their respective pages.
Q: Why don’t I see the “Sync Transaction” option for a record? A: The Sync option only appears for supported entity types. If the transaction is a Deduction, Fuel, Toll, Escrow, Summary Invoice, Carrier Statement, or Driver Statement, it must be re-synced from its original source page.
Q: What should I do if I manually fixed the transaction in NetSuite? A: If the transaction has been fully corrected in NetSuite and no further action is required in Alvys, select the transaction in the Error Transactions page, right-click, and choose Mark as Synced. This action cannot be undone.
Q: What causes a “Duplicate Record” error? A: This error occurs when a transaction already exists in NetSuite with the same transaction number or External ID. NetSuite prevents the creation of duplicate records.
Q: How do I resolve a “Customer Not Found” error? A: Verify that the customer exists and is active in NetSuite and that the correct NetSuite customer ID is entered in the External Accounting ID field in Alvys. After correcting the ID, retry syncing the transaction.
Q: What does the “Multiple Items Found” error mean? A: NetSuite found more than one customer or vendor with the same name, and Alvys cannot determine which record to use. This typically occurs when duplicate names exist in NetSuite. Rename duplicates to ensure each entity name is unique.
Q: Why am I seeing “Invalid combination of entity and subsidiary”? A: This error occurs when the customer or vendor assigned to the transaction is not linked to the same subsidiary in NetSuite. The entity record must be explicitly assigned to the subsidiary used on the transaction.
Q: Can subsidiary-related errors be fixed in Alvys? A: No. Subsidiary assignments must be corrected directly in NetSuite by updating the customer or vendor record.
Q: What causes the “UnknownError” for updated zero-valued transactions? A: If a transaction was originally created with a $0 total while Ignore Zero Valued Transactions was enabled and later updated to a non-zero amount, NetSuite may reject the export due to internal ID or edit sequence conflicts.
Q: Can I fix zero-valued transaction errors myself? A: No. These errors cannot be resolved manually. You must contact Alvys Support and provide the Load Number, error message, and Error ID.
Q: When should I contact Alvys Support? A: Contact Alvys Support if a transaction fails repeatedly after corrections, if the error message is unclear, or if you encounter UnknownError issues that cannot be resolved through normal troubleshooting.
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