Audience: Accounting Manager, Payment Authorizer, and ERP Admin
Summary: Reviews the most common sync errors for QuickBooks Desktop and MineralTree, how they occur, and how to resolve them.
Click on the error message you've received to learn how to resolve it:
- "An attempt was made to modify a Bill with a date that is on or before the closing date of the company."
- "ConnectorService.ProcessPaymentsFromMineralTree: Bill has previously been marked paid or the bill is not available."
- "Status code 3120. Status Message Object "XXXXXX-XXXXXXXXXX" specified in the request cannot be found.
- "Duplicate Document Number Error, ERROR DETAIL:Duplicate Document Number Error : You must specify a different number. This number has already been used."
“An attempt was made to modify a Bill with a date that is on or before the closing date of the company.”
Why this happens
This error occurs when a bill in MineralTree tries to sync to QuickBooks Desktop using an invoice date that falls within a closed accounting period. It can also appear if the bill synced previously but was later edited after the period was closed.
How to resolve
Option 1: Reopening the accounting period
- In QuickBooks Desktop, go to Edit > Preferences > Accounting > Company Preferences.
- In the Closing Date section, select Set Date.
- Change the closing date to a date before the invoice date on the bill.
- Select OK.
- In MineralTree, open the bill and select Save & Resync.
- After the bill syncs, you may restore the closing date.
Option 2: Change the invoice date
- Open the invoice in MineralTree.
- Update the invoice date so it falls after the closing date in QuickBooks Desktop.
-
Select Save & Resync.
“ConnectorService.ProcessPaymentsFromMineralTree: Bill has previously been marked paid or the bill is not available.”
Why this happens
QuickBooks Desktop cannot apply a payment from MineralTree because:
- The bill is already fully or partially paid in QuickBooks, or
- The bill no longer exists in QuickBooks (deleted or removed).
How to resolve
Case 1: The bill has already been paid in QuickBooks
You may choose one of the following:
- Void the payment in QuickBooks, then contact MineralTree Support to resync the payment, or
- Ask MineralTree Support to clear the error without making changes in QuickBooks.
Case 2: The bill cannot be found in QuickBooks
Contact MineralTree Support for further investigation. The bill may have been deleted or disconnected.
“Status code 3120. Status Message Object ‘XXXXXX‑XXXXXXXXXX’ specified in the request cannot be found.”
Why this happens
A field on the bill in MineralTree references something that is inactive or missing in QuickBooks Desktop. This may include:
- Vendor
- Item
- GL account
- Project code
- Any other mapped field
How to resolve
- Contact MineralTree Support to identify the inactive or missing field.
- Replace the value with an active entity of the same type.
- Save and resync the bill.
“Duplicate Document Number Error: You must specify a different number. This number has already been used.”
Why this happens
QuickBooks Desktop already has a bill with the same vendor + invoice number combination.
How to resolve
- Open the bill in MineralTree.
- Make a small change to the invoice number (for example, add a suffix or date).
- Save the bill and allow it to sync.
If you do not see a duplicate in QuickBooks:
- Edit the invoice number anyway.
- A previous version of the bill may exist in QuickBooks but was not linked to MineralTree.
- After syncing, you can delete the older version in QuickBooks if needed.