Integrating Sage Intacct with BigTime is designed to make invoicing and payment tracking run smoothly, but there is still the potential for running into some obstacles along the way. In this article, you will learn how to resolve some of the most common error messages you may see when posting invoices or syncing projects across BigTime and Sage Intacct. The article also includes FAQs and best practices related to these errors at the end.
"There were errors with your request"
"This entry is not attached to a valid service item"
"Project (XYZ) is not active"
"Another Project with the given values ### already exists. Use a unique value instead."
"BigTime was not able to post this project to Sage Intacct at this time. If you add it to Sage Intacct, then you can link it instead. Cannot figure out country code from country _"
"Inserted value is too large for the 'Comments' field."
"Invalid project manager entered. The project manager "BigTime ID" does not exist."
FAQs
“There were errors with your request”
If, for some reason BigTime, isn’t able to post one of your submitted invoices to Sage Intacct, you’ll see an error message at the bottom of your screen that says “FAILED TO POST”. This message will appear if your project hasn’t been linked yet in Sage Intacct. In order to resolve this issue, follow the steps in this article to export your project to Sage Intacct.
“This entry is not attached to a valid service item”
Like the one above, this error message will appear when you try to post an invoice to Sage Intacct. This will happen if the field under the Item/Description field is left empty, or if the selection you choose isn’t linked to a labor code. Click the dropdown arrow in the Item/Description field and select an item that is linked to a specific labor code. You should then be able to post the invoice without issues.
“Project (XYZ) is not active”
You will get this error message if the project you’re posting your invoice to isn’t active in Sage Intacct. The solution for this error is simple -- just open the project in Sage Intacct and change its status to Active. Then, return to BigTime, attempt to post the invoice again, and run a sync with Sage Intacct. If this is the only error, it should sync with no issues. This is also the first error of the article displaying a specific Support ID. This is a sign that the error is coming from the Sage Intacct side and not BigTime.
“Another Project with the given values ### already exists. Use a unique value instead.”
This error message will occur when you try to export a project from BigTime to Sage Intacct, but there’s already a project with the same ID in Sage Intacct. To fix this, you’ll need to change the ID of your project to something new in order for it to sync. After changing the ID and saving your changes, you can export your project.
“BigTime was unable to post this Project to Sage Intacct at this time. If you add it to Sage Intacct, then you can link it instead. Cannot figure out country code from country _”
For projects in Sage Intacct, the country field is filled from a dropdown menu. This means that the country field in a project or client record in BigTime needs to exactly match the formatting of the one in Sage Intacct. If the spelling between the two differs, this error message will appear and the sync will be interrupted. To fix this, make sure the country's spelling in BigTime matches the spelling in Sage Intacct, and try exporting the project again.
“Inserted value is too large for the ‘Comments’ field.”
If you attempt to post a project to Sage and you receive this error statement, it's because the information you typed into the Client Notes field exceeded the character limit set by Sage Intacct. Sage Intacct limits the notes field to 200 characters, so if your notes exceed 200 characters, you’ll need to go back and reduce your notes to 200 characters or less. After doing this, you should no longer have issues exporting your project.
"Invalid project manager entered. The project manager 'BigTime ID' does not exist."
If you get this error message when trying to post a project to Sage Intacct, it's because the project manager you assigned to that project in BigTime doesn't exist yet as an employee in Sage. To avoid this, make sure the project manager you've added in BigTime has also been added to Sage Intacct before you attempt to post the project. You have two options for doing this: you can add the project manager in Sage Intacct, or you can push the project manager from BigTime to Sage.
If the project you're trying to sync to Sage Intacct doesn't have a project manager in BigTime, a number of things could happen. BigTime will first scan the project for a team lead, and if there is one, it will pull that team lead into Sage Intacct as the project manager. If there isn't a team lead on the project, but there are multiple staffers assigned to the BigTime project's team, BigTime will scan for the oldest created staffer and will make them the project manager when syncing to Sage Intacct. If the project has been assigned to only one staffer, that staffer will become the project manager when their project is pushed to Sage Intacct.
FAQs
- What steps can I take to avoid common Sage Intacct sync errors before attempting to post or sync data?
A common issue BigTime's support team frequently encounters is the incorrect configuration of the Sage account upon integration. When integrating with Sage Intacct, be sure to utilize the Sage Intacct Configuration Checklist pdf at the bottom of this article to ensure a smooth setup with all the proper settings on the Sage side.
- How can I ensure all my projects are properly linked between BigTime and Sage Intacct to prevent errors?
You can view the linked projects by navigating to Sage Intacct in the top navigation bar and selecting Customer/Projects or by viewing the individual link on the Project's Details page.
- Is there a way to automatically validate fields (such as country code or service item) before posting to Sage Intacct to reduce errors?
Sage configurations and requirements vary by firm, and BigTime does not manage that logic; it is entirely handled by Sage Intacct.
- Can I set up notifications for when sync errors occur?
This functionality is currently unavailable.
- How often should I sync between BigTime and Sage Intacct? Does frequent syncing reduce the likelihood of errors?
You can set the sync to occur automatically or upon signing in. It's recommended to perform a sync before making significant changes or completing substantial work that you plan to post to Sage Intacct, as this can help minimize the likelihood of errors.
- Are there other data fields, aside from comments, that have character limits or specific restrictions in Sage Intacct?
There is a limit on the length of many of the fields, but BigTime tries to mimic the limits of Sage Intacct. If you are running into limit issues, more details can be found on the API documentation for Sage Intacct.
- Does BigTime support custom/non-default Sage Terms?
BigTime only supports default Sage Net Terms at this time.
These are just a few error messages you may encounter with Sage Intacct. There’s always a possibility that you’ll run into an error message that doesn’t appear in this list. If that’s the case, you can always get in touch with our support team to get help with BigTime’s Sage Intacct integration. If there is a Support ID included in the error, be sure to give that ID to our support team.