Audience: Accounting Manager, Payment Authorizer, and ERP Admin
Summary: Reviews the most common sync errors between MineralTree and QuickBooks Online, why they occur, and how to resolve them.
Select the error message you received to view the resolution:
- “Duplicate Document Number Error: You must specify a different number. This number has already been used.”
- “Object Not Found: Something you’re trying to use has been made inactive.”
- “Account Period Closed: Cannot Update Through Services API.”
“Duplicate Document Number Error: You must specify a different number. This number has already been used.”
Why this happens
QuickBooks Online has detected another invoice or payment that already uses the same document number. QuickBooks Online requires each invoice number and each check/reference number to be unique for a given vendor.
How to resolve (Bill)
This error appears when an invoice with the same invoice number already exists in QuickBooks Online for the same vendor.
- Review the vendor’s invoices in QuickBooks Online to confirm whether another invoice already uses the same invoice number.
- If a duplicate exists, determine whether the invoice originated in QuickBooks Online or MineralTree.
- If the invoice was created manually in QuickBooks Online before the MineralTree invoice synced, update one of the invoice numbers so each is unique.
- If both invoices represent the same transaction, delete or void the duplicate in QuickBooks Online.
- If the vendor has reused the same invoice number for a different period, update the invoice number in MineralTree (for example, add the current date) so the invoice can sync.
How to resolve (Payment)
This error appears when the check or reference number being synced from MineralTree already exists in QuickBooks Online.
- Review the vendor’s payments in QuickBooks Online to confirm whether the same check or reference number is already in use.
- If the number was used to manually mark a bill as paid in QuickBooks Online, update the reference number in MineralTree or QuickBooks Online so each payment has a unique identifier.
- QuickBooks Online may auto‑assign check numbers to payments or journal entries. If a number was assigned unexpectedly, update the reference number in QuickBooks Online or MineralTree to avoid duplication.
- If the payment cannot be updated due to accounting requirements, manually mark the bill as paid in QuickBooks Online and allow MineralTree to stop syncing the payment.
“Object Not Found: Something you’re trying to use has been made inactive.”
Why this happens
A vendor, account, or dimension used on the invoice or payment has been marked inactive in QuickBooks Online.
How to resolve
- Review the vendor, account, and dimension selections on the invoice in MineralTree.
- Confirm that each selected value is active in QuickBooks Online.
- If any value is inactive, reactivate it in QuickBooks Online or update the invoice in MineralTree to use an active value.
- If the invoice previously synced to QuickBooks Online and was later deleted in QuickBooks Online, delete or void the invoice in MineralTree to keep both systems aligned.
- If the invoice has already been paid in MineralTree, void the payment before deleting the invoice.
“Account Period Closed: Cannot Update Through Services API.”
Why this happens
QuickBooks Online blocks updates to any transaction dated within a closed accounting period.
How to resolve (Bill)
- QuickBooks Online validates the invoice date. If the accounting period is closed, QuickBooks Online will not accept updates.
- If the invoice was created in MineralTree and has not yet synced, reopen the accounting period in QuickBooks Online so the invoice can sync.
- If the invoice already exists in QuickBooks Online and is paid, no further updates are required. Leave the invoice as‑is.
- If the invoice is unpaid and changes are needed, reopen the accounting period in QuickBooks Online to allow the update to sync.
How to resolve (Payment)
- QuickBooks Online validates the payment date. If the accounting period is closed, the payment cannot sync.
- Reopen the accounting period in QuickBooks Online for the payment date so the payment can sync.
Customer Support
If the steps above do not resolve the issue, please contact MineralTree Customer Support:
- Phone: 855‑672‑9669
- Email: mtsupport@mineraltree.com