Troubleshooting internal issues in the Accounting connector in Teamleader Focus

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When you synchronise invoices or credit notes from Teamleader Focus to your accounting software, some errors originate within Teamleader Focus itself. These are usually caused by incorrect or incomplete data on the invoice, contact, or in your integration settings.

In most cases, you can resolve these issues directly in Teamleader Focus by correcting the data and synchronising again. If the issue persists after reviewing the document, you can contact support.


Check if the Accounting connector Booster is available for you:

  • ✔️ You have a Belgian or Dutch Teamleader Focus account
  • ✔️ You use Exact Online, Octopus or Yuki
  • ✔️ You currently don’t have one of our older existing accounting integrations (otherwise this article doesn’t apply for you and you can find more information here).
     

If you’re not sure how and where to check for accounting integration errors in Teamleader Focus, first consult this article.

Here, you'll find an overview of common internal error messages and how to fix them.

 

VAT rate errors

The used VAT code doesn't exist in your accounting software. Please create the VAT code in the accounting tool, or update the VAT code mapping in the integration settings.


The VAT (tax) code used on the invoice or credit note cannot be found in your accounting system. This means the accounting software does not recognise the code that is being sent during synchronisation.

To resolve this, you can either:

  • Create the missing VAT code in your accounting software and make sure it matches the one used in Teamleader Focus, or
  • Update the VAT rate mapping in the integration settings (Settings > Company information > click on your company entity > Accounting > click on the integration > ‘VAT codes’ > pencil) so the correct (existing) VAT rate is linked.


If you're unsure which VAT rate should be used, contact your accountant to create or confirm the correct setup in the accounting tool.
 

The VAT rate doesn't match the linked VAT code in your accounting software. Update the VAT rate mapping in the integration settings.

The VAT code does exist in your accounting system, but the VAT percentage linked to that code does not match the VAT rate used on the outgoing invoice or credit note.
For example, the accounting system may link the VAT code to 21%, while the outgoing invoice or credit note uses 6%. Because of this mismatch, the document cannot be synchronised.

To fix this, update the VAT rate mapping in your integration settings in Teamleader Focus and make sure the VAT rate is linked to a VAT code in your accounting software that uses the same percentage.
 

The VAT rate used on this expense is not linked to a VAT code in your integration settings. Please map the VAT rate to the correct VAT code in the settings.

The VAT rate used on the expense line is not mapped to any VAT code in the integration settings. As a result, the expense cannot be synchronised to your accounting software.

To resolve this, configure the VAT mapping in your integration settings in Teamleader Focus and link the VAT rate used on the expense line to the correct VAT code in your accounting system. This issue is similar to the previous one, but it specifically applies to expenses instead of outgoing invoices or credit notes.
 

Discount errors

This expense contains a commercial discount, but no ledger account is configured for discounts in your integration settings. Please set the account in the integration settings.

The expense invoice includes a general (commercial) discount, but no ledger account has been configured in the integration settings to post this discount in your accounting software. This concerns a discount applied to the entire expense invoice, not to individual lines. Because no ledger account is defined for commercial discounts, the expense cannot be synchronised.

To resolve this:

  • Go to your integration settings
  • In the tab ‘Discounts’, configure the ‘Commercial discount for expenses’
  • Make sure this account exists and is correctly set up in your accounting system

 

This same error can also occur for outgoing invoices. Follow the same solution in this case. (“This revenue invoice contains a commercial discount, but no ledger account is configured for discounts in your integration settings. Please set the account in the integration settings.”)
 

One or more lines on this expense include a discount, but no ledger account for line discounts is configured in your integration settings. Please map the correct ledger account in the settings.

One or more line items on the expense contain a line-level discount, but no ledger account has been configured in the integration settings to post these line discounts to your accounting software. Unlike commercial discounts (applied to the entire document), this issue relates to discounts applied per individual line.

To resolve this:

  • Go to your integration settings
  • In the tab ‘Discounts’, configure the ‘Discount on line-level for expenses’
  • Make sure this account exists and is correctly set up in your accounting system
     

Note: You typically don’t create these discounts yourself for expenses, they come from the supplier invoice. However, you still need to map them correctly in your integration settings so they can be synchronised properly.

This same error can also occur for outgoing invoices. Follow the same solution in this case. (“One or more lines on this revenue invoice include a discount, but no ledger account for line discounts is configured in your integration settings. Please map the correct ledger account in the settings”).
 

Ledger account errors

One or more lines on this invoice are missing a ledger account. Please update the item in Teamleader Focus and ensure a ledger account is selected for every line.

One or more revenue line items on the invoice do not have a ledger account linked. Every invoice line must be connected to a ledger account so it can be posted correctly in your accounting software. If a ledger account is missing, the invoice cannot be synchronised.

To resolve this:

  • Open the invoice in Teamleader Focus
  • Check each line item and make sure a ledger account is selected
  • Ledger accounts can also be assigned automatically and in bulk via the integration settings > tab ‘Ledgers’ in Teamleader Focus. Select a ledger account per VAT rate. Enable the toggle ‘Set ledger accounts for existing invoice lines without ledger account’ to apply these ledger accounts retroactively on already existing invoice lines. 

 

The VAT rate used on this expense is not linked to a ledger account in your integration settings. Please set up the account in the integration settings or first create the VAT rate.

The VAT rate used on your expense is not assigned to a ledger account in your integration settings. As a result, the expense cannot be synchronised.
 

To resolve this:

  • Go to your integration settings > tab 'Ledgers' > 'Expense ledger account'
  • Link the VAT rate to the correct ledger account. If needed, first create the ledger account in your accounting software. If you don't see the ledger accounts in your list then you'll need to start a manual sync first. The system will fetch the accounts for expenses and then you should be able to link the VAT rates.
  • ! Unlike revenue invoices, you cannot assign ledger accounts to individual expense line items.
     

Once configured, the expense can be synchronised successfully.
 

Ability to add extra ledger accounts not starting with ‘7’ or ‘8’.

Ledger accounts will automatically be transferred from your accounting tool to Teamleader Focus as long as they start with ‘70’ for BE, FR and ES, ‘8’ for NL, and ‘8 or 4 for DE.


If ledger accounts start with a different number, let us know which ledger account you want to use and we can add it. 

 

Invoice or credit note errors

The VAT number format is invalid. Please remove any dots or spaces and update the number to the correct format.

The VAT number on this invoice does not match the expected format. It may contain extra characters, dots, or spaces, or the number itself may be incorrect. Correcting the VAT number ensures the invoice can be synchronised properly.

To resolve this:

  • Remove any dots or spaces
  • Ensure the VAT number follows the standard format, for example: 
    • Belgian customer: the number should have the following format: BE0999999999 or BE1999999999. 
      One block of 10 characters, the first character after the prefix is always 0 or 1 (for example BE0000000097)
    • Dutch customer: the number should have the following format: NL999999999B99
      One block of 14 characters, the 12th character should always be B (for example NL000000000B00)
    • French customer: the number should have the following format: FRXX 999999999
      One block of 2 characters + one block of 9 numbers (for example FR12 000000000)
    • Italian customer: the number should have the following format: IT99999999999
      One block of 11 characters (for example IT00000000000)
    • Spanish customer: the number should have the following format: ESX9999999X
      One block of 9 characters, the first and last characters can be a letter or a number but both can't be numerical (for example ES00000000T)
    • Swiss customer: the number should have the following format: CHE-999.999.999 TVA
      One block of CHE- and 9 numbers followed by TVA/MWST/IVA (for example CHE-000.000.000 TVA)  
       

The invoice total doesn't add up correctly. Check the prices and VAT rates of the items of the invoice. If the issue persists, contact support.

The total amount on the invoice does not match the sum of its line items plus VAT. This can happen if for example individual item prices are incorrect or VAT rates are incorrectly applied.

Check all line items and VAT rates to ensure the total is correct. If the totals are correct in Teamleader Focus but the error persists, contact support.
 

This credit note is missing a supplier. Please update the item in Teamleader Focus to include a supplier.

The incoming credit note cannot be synchronised because it does not have a supplier linked. Every expense credit note must be associated with a supplier.

To resolve this:

  • Open the expense credit note in Teamleader Focus and click on the pencil in the header
  • Select the correct supplier and save the expense
     

This invoice is missing a supplier. Please update the item in Teamleader Focus to include a supplier.

The incoming invoice cannot be synchronised because it does not have a supplier linked. Every expense invoice must be associated with a supplier.

To resolve this:

  • Open the expense invoice in Teamleader Focus and click on the pencil in the header
  • Select the correct supplier and save the expense


     

“I see a paid invoice in my accounting but not in Teamleader Focus”

This is not an error you receive within Teamleader Focus, but a problem that can occur. If you see a paid invoice in your accounting tool but the payment doesn’t come through in Teamleader Focus, then the invoice in Focus has never been fully synchronised with your accounting tool, or the sync occurred before the invoice was marked as paid. As a result, Teamleader Focus does not have a record of the payment or the invoice itself.

To troubleshoot, check the following:

  1. Did the sync run after the invoice was marked as paid in the accounting software?
  2. Did the original invoice in Teamleader Focus ever sync successfully?
  3. Do we see any partial payment activity in the invoice’s activity feed in Teamleader Focus?


Make sure you manually sync again. If the issue persists, contact support.

 

Coming across another error that’s not listed here? Check out this article on external issues in the Accounting Booster or contact support.

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