Electronic Invoicing Errors

To understand outbound and inbound e-document processing errors, see the following topics:

• Electronic Invoicing Error Codes

• Outbound E-Document Generation Errors

• Outbound E-Document Sending Errors

• Inbound E-Document Conversion Errors

Electronic Invoicing Error Codes

Error code	Message	Description	Solution
EI_TEMPLATE_CSV_ERROR	The XML template contains errors. XML format must be well-formed.	The XML input for Template for Outbound E-Invoices field is invalid.	You must fix the XML input for the Template for Outbound E-Invoices field.
EI_TEMPLATE_VALIDATOR_CSV_ERROR	The REGEX field contains an incorrect regular expression. Proper syntax must be used.	The Regex input for XML validators is invalid.	You must fix the regex input for Regex Validation Expression field in the XML Validators sublist of the template.
EI_INACTIVE_CUSTOMER	Transactions with inactive customers are not supported by e-document.	The customer who owns the transaction is inactive.	You must remove the e-document template from the transaction or activate the inactive customer.
EI_SENDING_NO_RECIPIENTS	The e-document cannot be sent because the customer has no email address. Before you can send this e-document by email, an email address must be provided on the customer record.	The customer (individual) does not have any email address specified in the Customer record.	You must enter a valid email address in the Customer record.
EI_SENDING_NO_RECIPIENTS	There are no e-document recipients for this customer. To send electronic documents by email to this customer, at least one contact must be added to the list of e-document recipients.	The customer (company) does not have any e-document recipients defined in the Customer record.	You must enter e-document recipients in the Customer record.
EI_SENDING_RECIPIENT_NO_EMAIL	One or more recipients of the e-document, associated with this transaction, does not have an email address. Verify that the recipients for this customer have valid email addresses.	The customer (company) has an e-document recipient that does not have an email address.	You must enter a valid email address in the e-document recipient in the Customer record.
EI_SENDING_INVALID_METHOD	Select a valid sending method for {TYPE} #{TRANSACTIONNUMBER}.	The transaction does not have an e-document sending method defined.	You must enter an e-document sending method in the Transaction record.
EI_SEND_INVALID_RESULT	The plug-in failed to return a valid result.	The plug-in used for sending, did not return a result.	You must fix the plug-in implementation so that it will return a result object.
EI_SENDING_PLUG_IN_ERROR	<ERROR MESSAGE>	The plug-in used for sending, encountered an error.	You must fix the plug-in implementation based on the error message.
PROBLEM_LOADING_PLUG_IN	E-document Sending encountered an error while loading a custom plug-in. Error Code: <ERROR CODE> Message: <MESSAGE>	The plug-in file used for sending, did not load properly.	You must fix the plug-in implementation based on the error message.
EI_CANNOT_CREATE_DEFAULT_DOCUMENT_PACKAGE	The {DEFAULT_DOCUMENT_PACKAGE} record already exists. You cannot create an e-document package record with the same name. Rename your e-document package record and try again.	Creating an e-document package with the name "Default E-Document Package" is not allowed. (this error is shown in CSV import).	You must create a new e-document package with another name.
EI_CANNOT_EDIT_DEFAULT_DOCUMENT_PACKAGE	Editing the {DEFAULT_DOCUMENT_PACKAGE} record Name or Description is not allowed.	Editing the e-document package, "Default E-Document Package", is not allowed. (this error is shown in CSV import).	Avoid editing the default e-document package record.
EI_CANNOT_DELETE_DEFAULT_DOCUMENT_PACKAGE	Deleting the {DEFAULT_DOCUMENT_PACKAGE} record is not allowed.	Deleting the e-document package, "Default E-Document Package", is not allowed. (this error is shown in CSV import)	Avoid deleting the default e-document package record.
EI_VENDOR_CODE_FIELD_NOT_FOUND	The vendorcode field is missing in the e-document template. Modify the e-document template or select another template that includes vendorcode field mapping.	If the Multiple Vendor feature is enabled in the account, the vendorcode must be indicated in the Mapping Format of the E-Document Template that is being used for Inbound E-Document conversion.	You must add the mapping for vendorcode field in the Field Mapping for Inbound E-Documents in the template.
EI_NO_VENDOR_CODE_VALUE	At least one of the items has no vendor code. Cancel this e-document and submit another e-document with the correct value for the XML element mapped to the vendor code field.	The vendorcode of one of the items has no value. This error occurs if the Multiple Vendor feature is enabled in the account.	You must modify the XML by defining a value for the XML that is mapped to the vendorcode field.
EI_VENDOR_NAME_FIELD_NOT_FOUND	The vendorname field is missing in the e-document template. Modify the e-document template or select another template that includes vendorname field mapping.	If the Multiple Vendor feature is disabled in the account, the vendorname field must be indicated in the Mapping Format of the E-Document Template that is being used for Inbound E-Document conversion.	You must add the mapping for the vendorname field in the Field Mapping for Inbound E-Documents in the template.
EI_NO_VENDOR_NAME_VALUE	At least one of the items has no vendor name/code. Cancel this e-document and submit another e-document with the correct value for the XML element mapped to the vendor name/code field.	The vendorname of one of the items has no value. This error occurs if the Multiple Vendor feature is disabled in the account.	You must modify the XML by defining a value to the XML that is mapped to the vendorname field.
EI_CREATED_FROM_TRANSACTION_NOT_FOUND	Record ({TRANSTYPE}#{TRANSID}) was not found in the system. Cancel this e-document and submit another e-document with the correct value for the XML element mapped to the createdfrom field.	The transaction that the vendor bill will be created from is not found in the system.	You must define the correct value for the XML that is mapped to the createdfrom field.
EI_CREATED_FROM_TRANSACTION_ENTITY_NOT_MATCH	Record ({TRANSTYPE}#{TRANSID}) is assigned to a different entity. Select the correct entity and convert this e-document.	The referenced transaction has a different entity compared to the inbound e-document.	You must select the correct entity and convert the e-document again.
EI_TRANSACTION_REF_NUM_ALREADY_EXISTS	A vendor bill with the same reference number already exists. Cancel this e-document and submit another e-document with the correct reference number value for the XML element mapped to the tranid field.	This error occurs during conversion of inbound e-document to vendor bill. The SuiteApp will not proceed with conversion if the reference number on the inbound e-document already exists in one of the vendor bills.	You must define another value for the XML that is mapped to the tranid field.
EI_TRANSACTION_REF_NUM_NOT_FOUND	The required reference number is missing in the inbound e-document. Cancel this e-document and submit another e-document that includes an XML element for the reference number, mapped to the tranid field.	Reference number must be present in the XML. It has to be mapped to the E-Document template tranid field.	You must add an XML that maps to the tranid field.
EI_TRANSACTION_ITEM_ERROR	The following vendor codes: {ITEMLIST}, are associated with multiple item records. Modify the item records and ensure that vendor codes are unique for each item per vendor.	There are items in the XML (in the inbound e-Document) that have multiple matches in the item record.	You must edit the vendor codes of the duplicate item records to ensure the uniqueness of the items.
EI_TRANSACTION_ITEM_ERROR	The following vendor name/codes: {ITEMLIST}, are associated with multiple item records. Modify the item records and ensure that vendor name/codes are unique for each item per vendor.	There are items in the XML (in the inbound e-document) that have multiple matches in the item record.	You must edit the vendor name/codes of the duplicate item records to ensure the uniqueness of the items.
EI_TRANSACTION_ITEM_ERROR	The following vendor codes: {ITEMLIST}, are not associated with any item records.	There are items in the XML (in the inbound e-document) that have no match in the system.	You must create an item record for those items with no matches.
EI_TRANSACTION_ITEM_ERROR	The following vendor name/codes: {ITEMLIST}, are not associated with any item records.	There are items in the XML (in the inbound e-document) that have no match in the system.	You must create an item record for those items with no matches.
EI_TRANSACTION_ITEM_ERROR	There are no items in the inbound e-document that is included in the referenced transaction. Check the status of the referenced transaction if it can be transformed. If it can be transformed, cancel this e-document and submit another e-document with the correct value for the XML element mapped to the createdfrom field.	The user cannot convert the transaction or the referenced transaction does not have any matching items to the items in the inbound e-document.	A different transaction must be referenced or a different inbound e-document with the correct items must be used.
EI_SENDING_IN_PROGRESS	The system cannot perform a search using the filters you selected because e-document sending is already in progress for transactions within the date range ({TRANDATE_FROM} - {TRANDATE_TO}) for subsidiary ({SUBSIDIARY}). Please change your search criteria or try again later.	The records you are searching for might already be undergoing the sending process.	You can change the parameters for sending, or wait for the current sending process to finish before sending again.
EI_CONVERSION_IN_PROGRESS	The system cannot perform a search using the filters you selected because inbound e-document conversion is already in progress within the date range ({DATECREATED_FROM} - {DATECREATED_TO}). Please change your search criteria or try again later.	The records you are searching for might already be undergoing the conversion process.	You can change the parameters for conversion, or wait for the current conversion process to finish before converting again.
EI_CERTIFICATION_SENDING_METHOD_ALREADY_EXISTS	You cannot set this sending method as the Certification Sending Method because '{CERTIFICATION_SENDING_METHOD_NAME}' is already selected as the Certification Sending Method for the Subsidiaries [{SUBSIDIARIES}] and transactions [{TRANSACTIONS}]. To save this record, you must unassign '{CERTIFICATION_SENDING_METHOD_NAME}' as a Certification Sending Method, or make it inactive.	A certification sending method is assigned to a combination of a transaction and subsidiary that already has a certification sending method. Only one certification sending method can be assigned to a particular combination of transaction and subsidiary.	You must unassign the existing certification sending method or make it inactive, to be able to assign a new certification sending method and save it.
EI_TEMPLATE_ERROR	Any of the following error messages can be displayed: You selected an outbound transaction type, but the template content in the Template for Outbound E-Documents field is missing. Enter the XML or JSON content in the field and try again. There are missing field values. For an outbound transaction, specify a valid XML or JSON content in the Template for Outbound E-Documents field. For an inbound transaction, specify the JSON content in the Field Mapping for Inbound E-Documents field. The selected XSD file is not a valid XSD file. Ensure that the file you select has the .xsd extension.	Any of these errors will be displayed if validations related to template are not met. For example, if any of the required fields Template for Outbound E-Documents or Field Mapping for Inbound E-Documents are missing, or when an invalid XSD file is selected.	You must provide the missing fields or select a valid XSD file.

Electronic Invoicing Common Errors

Message	Error on User Interface	Description	Solution
An error occurred during conversion. Check the E-Document Audit Trail on the E-Document subtab for details.	Banner on the record	A red banner is displayed on the inbound e-document record indicating failed conversion.	Check the audit trail for more information.
Unable to convert this inbound e-document because the selected vendor is inactive. The E-Document Status field has not been updated and an audit trail has not been created. Clear the Inactive box on the vendor record, then try converting the e-document again.	Banner on the record	A yellow banner is displayed on the inbound e-document record indicating that an inactive vendor is selected.	Activate the inactive vendor before converting the inbound e-document.
Unable to convert this inbound e-document because the selected customer is inactive. The E-Document Status field has not been updated and an audit trail has not been created. Clear the Inactive box on the customer record, then try converting the e-document again.	Banner on the record	A yellow banner is displayed on the inbound e-document record indicating that an inactive customer is selected.	Activate the inactive customer before converting the inbound e-document.
Parsing failure. Check the Field Mapping for Inbound E-documents.	Audit Trail log	The Audit Trail of the inbound e-document logs this error after a failed conversion due to failure in XML parsing.	Check the inbound template for errors.
Conversion failure.	Audit Trail log	The Audit Trail of the inbound e-document logs the error after the failed conversion process.	Check the inbound e-document for errors.
Conversion failed because the status of the inbound e-document record is '{STATUS}'	Audit Trail log	The Audit Trail of the inbound e-document logs the error after a failed conversion due to a wrong status detected during conversion process.	A concurrent conversion process might be running, or the record is already cancelled when conversion was started. You can wait for the other conversion process to finish, or verify if the record has been canceled.
An error occurred during cancellation. Check the E-Document Audit Trail on the E-Document subtab for details.	Banner on the record	A banner is displayed indicating an error in cancellation.	You must check the inbound e-document for errors; most likely, the error is due to an invalid status.
The selected XML File Reference is not a valid XML file. Ensure that the file you select has the .xml extension.	Popup message	The inbound e-document record has an invalid e-document file.	You must make sure that the file attached to the inbound e-document is an XML file.
The selected XML File Reference is not a well-formed XML document.	Popup message	The inbound e-document record has a malformed XML file.	You must check the attached XML file if it is well-formed.
The Transaction Date From must not be later than the Transaction Date To. Change the dates so that the Transaction Date From is earlier than the Transaction Date To.	Popup message	The selected Transaction Date To is earlier than the Transaction Date From.	You must change the selected dates to make the Transaction Date From earlier than the Transaction Date To.
The Date Created From must not be later than the Date Created To. Change the dates so that the Date Created From is earlier than the Date Created To.	Popup message	The selected Date Created To is earlier than the Date Created From.	You must change the selected dates to make the Date Created From earlier than the Date Created To.
The selected XSD file is not a valid XSD file. Ensure that the file you select has the .xsd extension.	Popup message	This message is displayed while creating/editing a template record when the selected file is not an XSD file.	You must select an XSD file
There is no e-document email sender for this vendor. To receive e-documents through email from this vendor, you must enter at least one email address in the Vendor E-Document Email Sender list.	Popup message	The vendor does not have any e-document senders defined in the vendor record. This error appears when saving the record with Use Sender List box checked.	You must add at least one sender email address, or clear the box and input a sender domain.
The sender email address already exists.	Popup message	The sender email address entered in the sublist is already existing for the same vendor.	You must enter a different email address or remove the current entry.
The sender email domain is already being used by a different vendor.	Popup message	The sender domain is already being used by another vendor.	You must enter a different domain, or use the sender list to enter specific email addresses.
This account does not have an active license to use the Electronic Invoicing SuiteApp in multiple countries. To convert e-documents in bulk, please contact your account administrator to configure the E-Document Country for Free Use in the parent company on the Electronic Invoicing Preferences page.	Popup message	This message is displayed when trying to convert failed inbound e-documents in bulk using the Suitelet.	The administrator must set up the E-Document Country for Free Use field.
This account does not have an active license to use the Electronic Invoicing SuiteApp in multiple countries. To convert this e-document to a transaction, please contact your account administrator to specify a country in the E-Document Country for Free Use field in the parent company on the Electronic Invoicing Preferences page.	Popup message	This message is displayed when trying to convert an inbound e-document individually from the record page.	The administrator must set up the E-Document Country for Free Use field.
This account does not have an active license to use the Electronic Invoicing SuiteApp in multiple countries. To convert this e-document to a transaction, please contact your NetSuite account manager to purchase a license.	Popup message	This message is displayed when trying to convert an inbound e-document individually from the record page.	Ask the account manager to purchase a license.
This account does not have an active license to use the Electronic Invoicing SuiteApp in multiple countries. To convert this e-document to a transaction, please set up the default billing address of the selected vendor.	Popup message	This message is displayed when trying to convert an inbound e-document individually from the record page.	You must add a default billing address to the vendor of this e-document.

Outbound E-Document Generation Errors

The following errors can occur during the generation of e-documents:

• Malformed Template

• Malformed XPath

• Malformed Regex

• Unsupported XPath

• Data Failed Validation Checking

• Inactive Customer Record

Malformed Template

Generation of e-documents will fail if the selected template contains FreeMarker syntax errors.

To fix this error, select a different template or update the content of the e-document template, then try generating the e-document again.

Make sure that e-document templates are well-formed.

Click the link to the e-document template in the E-Document Template field to view and edit your e-document template.

For more information, see XPath and Regex Examples for E-Document Templates.

Malformed XPath

Generation of e-documents will fail if there is no xpath to validate your e-document template, or the xpath format is invalid.

To fix this error, select a different template or verify that an xpath exists and the format is correct in your e-document template, then try generating the e-document again.

Make sure that e-document templates use the proper syntax for the xpath.

Click the link to the e-document template in the E-Document Template field to view and edit your e-document template.

For more information, see XPath and Regex Examples for E-Document Templates.

Malformed Regex

Generation of e-documents will fail if the regex validation expression that validates your e-document template is invalid.

To fix this error, select a different template or check the regex validation expression’s format in your e-document template, then try generating the e-document again.

Make sure that e-document templates use the proper syntax for the regex validation expression.

Click the link to the e-document template in the E-Document Template field to view and edit your e-document template.

For more information, see XPath and Regex Examples for E-Document Templates.

Unsupported XPath

Generation of e-documents will fail if the e-document template does not contain the information required by the xpath used to validate it.

To fix this error, select a different template, update the e-document template, or delete the xpath, then try generating the e-document again.

Click the link to the e-document template in the E-Document Template field to view and edit your e-document template.

For more information, see XPath and Regex Examples for E-Document Templates.

Data Failed Validation Checking

Generation of e-documents will fail if the transaction does not contain the information needed by the e-document template you selected. For example, if your e-document template requires a shipping address with a 5-digit postal code, but the shipping address on your transaction record has a 4-digit postal code, an error will occur.

To fix this error, select a different template, update the transaction record with the required information, or update the e-document template validations, then try generating the e-document again.

Inactive Customer Record

Generation of e-documents will fail if the customer associated with the transaction record is inactive.

To fix this error, set the E-Document Template field on the transaction to blank. If the E-Document Template field is blank, the system will not generate an e-document for the transaction, and no error message will be shown. If you intend to generate an e-document for the transaction, you must make the customer record active, then try generating the e-document again.

To activate the customer record, go to Lists > Relationships > Customers and find the customer record. Click Edit, then go to the System Information subtab and clear the Inactive box.

To regenerate e-documents, see the following topics:

• Regenerating E-Documents for Single Transactions

• Generating and Regenerating E-Documents in Bulk

Outbound E-Document Sending Errors

Errors can occur when sending e-documents. When the system encounters an error, NetSuite sends an email notification containing the error details to the user who initiated the sending process.

An audit trail containing the error details is also created on the E-Document Audit Trail subtab on the transaction record.

Fixing errors may require an Administrator role. Be sure to inform your account administrator about the error immediately. If the error is not fixed, the e-document cannot be sent.

The following errors can occur when sending e-documents:

• Invalid Sending Method

• Invalid E-Document Sender

• Invalid Email Recipient

• Plug-in Script Error

Invalid Sending Method

Sending of e-documents will fail if no sending method has been selected on the transaction record.

To fix this error, edit the transaction record and select a sending method, then try sending the e-document again.

Invalid E-Document Sender

Sending of e-documents will fail if the e-document sender has no email address.

To fix this error, change the e-document sender or make sure the e-document sender has a valid email address, then try sending the e-document again.

To view the E-Document Sender list, go to Setup > E-Documents > Electronic Invoicing Preferences. Click the parent company link.

If you have a OneWorld account, go to Setup > E-Documents > Electronic Invoicing Preferences. Click the required subsidiary link to view the assigned employee in the E-Document Sender list.

To add or change the email address, go to Lists > Employees and edit the employee record.

Invalid Email Recipient

Sending of e-documents will fail if the selected sending method has no email recipients or if one or more email recipients have no email addresses.

To fix this error, select a different sending method or make sure the selected sending method has at least one email recipient with an email address. If the customer is a company, there should be at least one email recipient defined on the E-Document Email Recipient subtab on the customer record. If the customer is an individual, enter the email address.

To view and add email recipients for the selected sending method, go to the E-Document subtab of the customer record. On the E-Document Email Recipient field, verify that your email recipients have email addresses. Click New E-Document Email Recipient to add an email recipient. Only contacts associated with the customer record are available for selection in the dropdown list.

Plug-in Script Error

Sending of e-documents will fail if the selected custom sending method is invalid.

To fix this error, make sure that the script of your custom sending method is valid.

For more information, see Creating Custom Methods for Sending E-Documents.

Inbound E-Document Conversion Errors

Errors can occur when converting e-documents. When an error is encountered in automatic scheduled bulk conversion, the system sends an email notification with error details to the Recipient of E-Document Notifications. If the Recipient of E-Document Notifications is not assigned, the system sends the notification to all active administrators.

An audit trail containing the error details is also created on the E-Document Audit Trail subtab on the inbound e-document record.

Fixing errors may require an Administrator role. Be sure to inform your account administrator about the error immediately. If the error is not fixed, the e-document cannot be converted.

The following errors can occur when converting inbound e-documents:

• Purchase Order is not Ready

• Incorrect PO Number

• Item vendorcode is not Unique

• Duplicate Reference Number

• Incorrect Mapping to Transaction Fields

• Mapping to Required Vendor Bill or Vendor Credit Fields is Missing

• Missing Default Expense Account

• Invalid Invoice Reference (Applied when Converting to Vendor Credit Transaction)

Purchase Order is not Ready

Inbound e-document conversion will fail, if the e-document to be converted was generated from a purchase order that is not ready for billing, closed or fully billed.

To fix this error, ensure that the PO status is ready for billing.

Incorrect PO Number

Inbound e-document conversion will fail, if the e-document to be converted was generated from a purchase order with incorrect PO Number.

To fix this error, contact the vendor or party whom the e-document came from, inform them to make corrections to the PO Number, and have them send the amended XML file.

Item vendorcode is not Unique

Inbound e-document conversion will fail, if the e-document to be converted contains items whose vendorcode are not unique.

To fix this error, update the item records and ensure that each item has a unique vendorcode.

Duplicate Reference Number

If the reference number of an e-document to be converted has a duplicate:

• Duplicate Vendor Bill and Vendor Credit Detection is enabled for the Electronic Invoicing SuiteApp.

• Inbound e-document conversion will fail.

To fix this error, review the existing bill or bill credit, and then determine if it is duplicate. If it is a duplicate, cancel the e-document. If it is not duplicate, ask the vendor to resend an updated XML document, and then cancel the e-document.

Duplicate sales order is created when you click OK on the confirmation box when converting manually. If you want to cancel the conversion, click Cancel in the confirmation box and cancel the e-document.

Incorrect Mapping to Transaction Fields

Inbound e-document conversion will fail, if the JSON template has incorrect mapping to transaction fields.

To fix this error, review the inbound e-document template and make sure that JSON objects map to the correct vendor bill or vendor credit transaction fields.

Mapping to Required Vendor Bill or Vendor Credit Fields is Missing

Inbound e-document conversion will fail, if the JSON template is missing the mapping to required vendor bill or vendor credit fields.

To fix this error, review the inbound e-document template and define the JSON objects that will map to required vendor bill or vendor credit transaction fields.

Missing Default Expense Account

Inbound e-document conversion will fail, if the XML contains an expense line but the vendor record does not have a default expense account specified. To fix this error, edit the vendor record and on the Financial tab, specify a Default Expense Account.

Invalid Invoice Reference (Applied when Converting to Vendor Credit Transaction)

Inbound e-document conversion will fail if:

• The XML contains invalid invoice reference ID.

• The invoice belongs to another vendor (other than the vendor selected in the inbound e-document).

• Invoice is not having the bill created in the system.

To fix this error, review the existing invoice ID and bill reference related to the invoice. If the invoice is invalid or belongs to another vendor, cancel the e-document. If the invoice is valid but the bill is not present in the system, create a bill and trigger the conversion process.

Related Topics

• Electronic Invoicing
• Electronic Invoicing Overview
• Electronic Invoicing Administrator Guide
• Electronic Invoicing User Guide

General Notices