Permission Required: Users with the Admin Profile, External Accountant, and Custom Profile can access this feature.
Regional Availability: Australia, India, Singapore, United States
Overview
When syncing data between Volopay and NetSuite, you may sometimes come across errors. Don’t worry — these are common and can be fixed with a few simple checks. Below is a guide to the most frequent errors, what they mean, and how you can resolve them.
Common NetSuite Sync Errors & How to Fix Them
Error | What it means | How to fix it |
Value is too long ( | A detail (like vendor name, memo, email, or address) is longer than NetSuite allows. | Shorten the text so it fits within NetSuite’s character limit. |
Invalid account reference | The account linked to the transaction doesn’t exist or is inactive. | Check your chart of accounts and reactivate the account if needed. |
Invalid currency | The transaction currency doesn’t match the vendor/customer setup (e.g., USD used but vendor only accepts INR). | Enable multi-currency in NetSuite and assign the correct currency. |
Invalid department / class / location | The department, class, or location is inactive or not set up correctly. | Make sure all classifications are active in NetSuite. |
Exchange rate not defined | A multi-currency transaction is syncing, but no exchange rate exists for that date. | Add the correct exchange rate in NetSuite for the date and currency. |
Entry must balance | Debits and credits don’t add up equally in the journal entry. | Review the amounts and correct missing or mistyped items. |
Folder already exists | You’re creating/moving a folder, but one with the same name already exists. | Rename your folder or place it in another parent folder. |
Subsidiary relationship already exists | A subsidiary relationship you’re trying to create is already in place. | Review your subsidiary settings in NetSuite. |
Duplicate account name ( | The account name is already being used. | Choose a unique account name. |
Duplicate approval ( | The bill has already been approved. | No action needed unless you want to revoke the approval. |
Sync request took too long ( | The sync process exceeded NetSuite’s limits. | Try syncing in smaller batches. |
Missing or invalid field ( | A required field is empty or has invalid data (e.g., wrong date format). | Double-check all fields and correct invalid formats. |
Unexpected error | A general NetSuite error (server issue or unexpected data). | Try again later. If it persists, contact support with details. |
💡 Tip: Most sync errors are caused by small mismatches between Volopay and NetSuite. Reviewing your setup usually resolves the issue. If you’re still having trouble, reach out to us — we’re happy to help!