Journal Entry Import Errors
This section describes errors that you might see on a journal entry import. See the following:
For information about other errors you might see on a journal entry import, search for the error message on SuiteAnswers.
Invalid account reference key ‘xxx’ for subsidiary ‘xxx’
To resolve the error, verify the format of the Account field, ensure that the account is active, and map the internal ID, if required.
First, verify that the format of the Account field in the CSV file uses the same format that is used in NetSuite:
-
Go to Transactions > Financial > Make Journal Entries.
-
From the Account dropdown list, select the account. Ensure that the format of the account in the CSV file matches the format of the account name displayed.
Next, determine whether the account is inactive.
-
First, ensure that internal IDs are displayed. Go to Home > Set Preferences > General.
-
In the Defaults field group, check the Show Internal IDs box and save.
-
Go to Lists > Accounting > Accounts.
-
Check the Show Inactives box.
-
Look for the Internal ID that was referenced in the error message.
-
Clear the Inactive box for the account. Also verify that the account is associated with the correct subsidiary.
If the internal ID is used, on the Field Mapping page, click the edit icon beside the Account field.
Click Choose Reference Type, and then select Internal ID.
Invalid department reference key xxx
Verify the following for departments:
-
Ensure that the department is spelled correctly. If a parent-child relationship exists, make sure that the names of the parent departments are included. For example, if Accounting is a child of Finance, the department must be entered as Finance : Accounting.
-
Ensure that the department is active. Go to Setup > Company > Departments. Check the Show Inactives box and make sure that the department specified in the error message is not inactive.
-
If internal IDs are used, on the Field Mapping page, click the edit icon beside the Department field. Then, click Choose Reference Type and select Internal Id.
-
If external IDs are used, on the Field Mapping Page of the CSV import, click the edit icon beside the Department field. Then, click Choose Reference Type and select External Id.
Invalid entity reference key xx for currency xx
To correct the error, verify the following:
-
Ensure that the entity record (customer, vendor, employee, other name) is active.
-
Check to see how the entity record (customer, vendor, employee, other name) is listed in NetSuite, and ensure that the value in the CSV file has the same format.
-
Check the entity record and makes sure that is has the same currency as the Journal Transaction Currency. You can assign the Currency as Secondary Currency in the entity record if its Primary Currency is different than the Transaction Currency.
No empty or blank headers are allowed in the CSV file
Ensure that you have included column headings in row 1 of your CSV file, similar to the following example.
|
Amount |
Debit |
Credit |
Memo |
Entity |
Class |
Department |
Location |
|---|---|---|---|---|---|---|---|
|
Account 1 |
— |
100 |
Example JE #1 |
— |
— |
Customer Support |
Head Office |
|
Account 2 |
100 |
|
Example JE #1 |
— |
— |
Customer Support |
Head Office |
|
Account 1 |
525.67 |
|
Example JE #2 |
— |
— |
Customer Support |
Head Office |
|
Account 2 |
— |
525.67 |
Example JE #2 |
— |
— |
Customer Support |
Head Office |
Please enter the value(s) for Account
The error might appear even if the Account field has already been included in the field mapping. The error occurs when there is an extra line in the CSV file, usually a line or row for the total of both the Debit and the Credit columns.
Since one row is assigned per account line, the system treats this row as another account line and looks for the fields required in a Journal Entry import, including the Account field.
Modify the CSV file and remove the extra total row.
Amortization end date cannot be before amortization start date
The Start Date and End Date fields on a Journal Entry form are only available when the Revenue Recognition feature is enabled under Setup > Company > Enable Features > Accounting.
In the CSV file, check the dates entered in the Start Date and End Date columns. The start date must be before the end date. Modify the CSV file as needed.
Rounding Error xx.xx
To correct the error:
-
Remove amounts with value =0.00 in the Debit or Credit column.
-
NetSuite formats columns to expose additional decimal places. When the file was exported from the source, NetSuite might still see additional decimal places in the Debit/Credit amount beyond the 0.00 shown in the CSV file.
-
If there is already an amount on the Debit side for the line item that is greater than or less than zero, then there is no need to enter zero (0.00) in the Credit side, and vice versa.