The Error Transactions page in Alvys presents a centralized overview of transactions that failed to sync with external accounting systems, such as QuickBooks Online, allowing 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.

Not all transactions can be automatically re-synced from this page. Currently, only the following entity types can be re-synced:

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.

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.

If a transaction has been manually corrected in QuickBooks Online and no longer requires action in Alvys, it can be cleared from the Error Transactions page:

Only mark a transaction as synced if it has been fully resolved, as this action cannot be undone.

This section provides a comprehensive overview of the most frequently encountered errors when exporting transactions between Alvys and QuickBooks Online (QBO). It explains why these errors occur, how to identify them, and the recommended steps to resolve or prevent them, ensuring accurate and reliable accounting data synchronization.

Error Message: Invalid account type: Check your account details before you continue. You may need to select a different type of account for your transaction.

This occurs when the selected account mapping for a transaction does not match the required type for that specific transaction. Transactions must be linked to the correct account type to ensure accurate financial records.Example of Invalid Mapping: A driver trip expense is incorrectly mapped to a Revenue or Accounts Receivable account instead of an Expense account (e.g., "Driver Trip Expense").

Common Account Types

Step 1: Navigate to QBO General Ledger or Chart of Accounts. Ensure that each account is configured for the correct type matching the transaction.

Step 2: Navigate to the Integrations Page in Alvys. Review the account mappings and ensure they are linked to the correct account types.

Step 3: Update or re-map any mismatched accounts and save the changes.

Step 4: Navigate back to Alvys and locate the errored transaction on the error transactions page . Select the sync button.

Step 5: Confirm that the transaction posts successfully.

Error Message: Duplicate Document Number Error: You must specify a different number. This number has already been used.This error indicates that a record (invoice, bill, credit memo, etc.) already exists in QBO with the same number/ID which prevents Alvys from creating the transaction.

Step 1: Search for the transaction number causing the error. Identify the existing record with the same number.

Step 2: Remove or update the duplicate entry in QBO to ensure uniqueness.

Step 3: Navigate back to Alvys and locate the errored transaction on the error transactions page Right click and select the sync button.

Step 4: Verify the transaction is created successfully.

Error Message: Duplicate Name Exists Error: The name supplied already existsThis error indicates that QuickBooks Online requires globally unique names across customers, vendors, and employees. This means:

Step 1: Search for the customer, vendor, or employee that is causing the conflict.

Step 2: Modify the entity’s name so it does not conflict with the existing record in Alvys. Save the changes.

Step 3: Navigate back to Alvys and locate the errored transaction on the error transactions page Right click and select the sync button.

Step 4: Confirm that the QBO and the transaction are created successfully without triggering the duplicate error.

Error Message : Account Period Closed - The account period has closed. Txn Date=[...] is before book closing date=[...]

This error occurs when a user attempts to create or edit a transaction dated within a period that has already been closed in QBO. Posting periods define the allowable date ranges for financial activity. Closed periods prevent new entries or modifications to ensure accounting accuracy.

Step 1: Ensure the transaction uses the intended posting date.

Step 2: Check whether the accounting period for the transaction date is open, closed. Settings → Account and Settings → Advanced → Close the books

Step 3: Take the appropriate corrective action:

Option A: Adjust the transaction date in Alvys to fall within an open posting period.

Option B: Reopen the closed period in the accounting system (if allowed by your accounting controls).

Settings → Account and Settings → Advanced → Close the books → Adjust the Closing Date (requires closing password if set)

Step 4: Navigate back to Alvys and locate the errored transaction on the error transactions page Right click and select the sync button.

Step 5: Verify the transaction is created successfully without triggering the error again.

Error Message: Object Not Found

This error occurs when QuickBooks Online cannot locate a record that Alvys is attempting to reference or update. Most times this error occurs when the original transaction was successfully sent to QBO but was later deleted. As a result, any attempt to update the transaction fails because the system cannot find the original record.

In QBO, every object (such as an invoice, customer, vendor, bill, or payment) has a unique internal ID.

If that object no longer exists or its ID has changed QBO returns error code 610.

This typically happens when:

This cannot be resolved from the UI. Contact Alvys Support to resend a new transaction.

Error Message: TxnID Cannot Be Linked

This error occurs when the customer record associated with the transaction at the time of invoice creation in external accounting differs from the customer record found during the payment sync process. For transactions (e.g., invoices and payments) to be linked successfully, they must be associated with the same customer in the external accounting system. For example, if an invoice is associated with Customer A (ABC customer) and a payment is associated with Customer D (DEF customer), the Customer Reference for the invoice will differ from the Customer Reference for the payment. As a result, the transactions cannot be linked, leading to this error. To prevent this error in the future, ensure that the correct customer is assigned to the invoice during its initial creation in QBO.

To fix you must Recreate the payment under the same customer as the invoice you are trying to pay. Then, delete the original payment.

Step 1: In QBO locate the Invoice /Bill transaction using the provided transaction number in the error code .

Step 2: Update the transaction’s customer/ vendor to match the customer/ vendor associated with the payment.

Step 3: Contact support so the payment can be resynced this cannot be resolved from the error transactions page

Error Message: Invalid Reference Id: Accounts element id [...] not found

This error occurs when the Account used in a transaction does not exist or is inactive in QuickBooks Online. Inactive or deleted accounts cannot accept new transactions. Users should verify that all accounts used in the transaction are active and exist in QBO.

Step 1: Verify the Account Status Navigate to your accounting platform’s General Ledger or Chart of Accounts and search by the account name or number provided in the error details. Note: Ensure that inactive/deleted accounts are not filtered out in your search.

Step 2 Reactivate the Account Edit the account details and set the account to Active. Save your changes.

Step 3: Retry the Transaction in Alvys Navigate back to Alvys and locate the errored transaction on the error transactions page Right click and select the sync button

Step 4: Confirm Success Confirm that the transaction posts successfully.

Error Message: Id should be a valid number. Supplied value:

When the “Ignore Zero-Valued Transactions” setting is enabled, transactions with a total of $0 may generate placeholder transaction IDs that are not sent to QuickBooks Online. If a user later updates the transaction to a non-zero amount and regenerates the invoice, the export fails because the system cannot process the placeholder ID.

Contact Alvys Support to reset the transaction for export.

QBO ERROR CODE: 6000

This error occurs when an invoice payment fails to sync because the account selected for Customer Deposits is invalid. QuickBooks Online requires that deposit accounts be of type Bank or Other Current Asset. Using an unsupported account type (e.g., Accounts Receivable or other non-asset accounts) will prevent the payment from synchronizing.

Step 1: Verify in QuickBooks Online that the account used for deposit mapping in Alvys is of type Bank or Other Current Asset. You can check this on the Chart of Accounts page.

Step 2: If the account type is incorrect, you have two options:

Step 3: Contact Alvys Support to resync the payment, as this cannot be resolved from the Error Transactions page.

Q: Where can I see a list of all transactions that failed to sync with QuickBooks?

A: You can access this in the Alvys menu under Accounting > Error Transactions. This page provides the error message from QBO, the transaction total, and the specific load or trip reference number.

Q: Which transactions can I re-sync from the Error Transactions page?

A: Only transactions with the entity type Load, Trip, E-check, and Paystub can be re-synced after making any necessary corrections. Transactions with other entity types, including Deduction, Accessorial Revenue, Fuel, Toll, Accounting Invoice (summary invoice), Escrow, Carrier Statement, and Driver Statement, cannot be re-synced and must be corrected in their respective modules.

Q: What should I do if I fixed an error manually inside QuickBooks Online?

A: If you have already corrected the record in QBO and don't want Alvys to attempt another sync, select the transaction in the Error Transactions page, right-click, and select "Mark as Synced" to clear it from your list.

Q: How do I resolve "Error 6430: Invalid Account Type"?

A: This happens when an account is mapped to the wrong "Type" (e.g., mapping an Income account to an Expense field). Verify the account type in your QBO Chart of Accounts, then update the mapping in the Alvys Integrations page before re-syncing.

Q: What causes the "Duplicate Name Exists" error (Code 6240)?

A: QuickBooks requires globally unique names. You cannot have a Customer with the exact same name as a Vendor or Employee. To fix this, rename one of the entities in QBO (e.g., add " (Vendor)" to the end of the name) and retry the sync.

Q: Why am I getting an "Account Period Closed" error (Code 6200)?

A: You are trying to sync a transaction with a date that falls within a period you have already "locked" or "closed" in QuickBooks. You must either change the transaction date in Alvys to an open period or temporarily change your Closing Date in QBO (Settings > Advanced).

Q: What does "Object Not Found" (Error 610) mean?

A: This usually means the transaction was successfully sent to QBO previously but was later deleted or merged in QuickBooks. Alvys is looking for a specific ID that no longer exists. You must contact Alvys Support to reset and resend this transaction.

Q: Why can't a payment be linked to an invoice (Error 620)?

A: This occurs if the Customer on the invoice is different from the Customer on the payment. You must ensure the Customer/Vendor names match exactly in both records. This error cannot be resolved from the Error Transactions page; it requires Alvys Support to resync the payment.

Q: What should I do if I see "Invalid Reference ID" (Error 2500)?

A: This means the General Ledger (GL) account used in the mapping has been deleted or made inactive in QuickBooks. Reactivate the account in your QBO Chart of Accounts and then retry the sync in Alvys.

Q: Why did my invoice payment fail with a "Business Validation Error" (Code 6000)?

A: This happens if the account mapped for Customer Deposits is not a "Bank" or "Other Current Asset" type. QuickBooks will not allow you to deposit money into a non-asset account. Update your mapping in Alvys to a valid Bank account and contact Support to resync the payment.