Certinia Troubleshooting

Certinia Troubleshooting Guide

If your reports fail to export or your connection does not sync, it may be due to discrepancies in settings, missing data, or configuration issues within Certinia, Expensify, or Salesforce.

This guide helps you identify and resolve common sync and export errors for a seamless financial integration.

Salesforce Expense Export Limitations

If an expense report does not export to Certinia, check the Salesforce project settings to confirm that expenses can be entered and exported.

Expenses can be exported when:

  • Project Status = Active/In Progress
  • Assignment = Closed, Active, or Completed (Assignment status does not block expense entry.)
  • Closed for Expense Entry = Unchecked

Expenses cannot be exported when:

  • Project Status = Closed, or
  • Closed for Expense Entry = Checked

Troubleshooting Steps:

  1. Check the project status in Salesforce
    • If Project Status is Closed, expenses cannot be entered or exported.
    • If Active or In Progress, proceed to step 2.
  2. Verify the “Closed for Expense Entry” setting
    • If checked, uncheck it to allow expense exports.
  3. Manually test expense entry
    • Try entering an expense manually in Salesforce. If successful, the Expensify-Certinia integration should also allow it.

ExpensiError FF0047: Ops Edit Permission Required

Cause:

The connected user lacks the Ops Edit permission needed to edit approved records.

Resolution:

  1. In Certinia, go to Permission Controls.
  2. Select the relevant permission set.
  3. Ensure Expense Ops Edit is enabled.

What is Ops Edit?
This permission allows users to modify approved records, a requirement for exporting expenses in Certinia.

ExpensiError FF0061: Object Validation Failed (Credit Terms)

Cause:

The credit terms for the selected account are incorrectly configured.

Resolution:

  1. Identify the account used for the report export:
    • PSA/SRP users: Project account
    • FFA users: Resource-linked account
  2. In Certinia, update the account settings:
    • Base Date 1 → Set to Invoice
    • Days Offset → Enter 1 or more
    • Ensure a currency is selected

What is Base Date 1?
This field determines when payment terms begin (e.g., from the invoice date).

ExpensiError FF0074: Insufficient Permissions for Resource

Cause:

The report creator/submitter lacks the necessary permission controls.

Resolution:

  1. Go to Permission Controls in Certinia.
  2. Click New to create a permission control.
  3. Enter the User and Resource Fields.
  4. Check all required permission fields.

ExpensiError FF0076: Employee Not Found in Certinia

Resolution:

  1. In Certinia, go to Contacts and add the report creator/submitter’s Expensify email address to their employee record.
  2. If a record already exists, search for the email to confirm it is not linked to multiple records.

ExpensiError FF0089: Assignment Required for Project

Cause:

The project settings require an assignment for expenses.

Resolution:

  1. In Certinia, go to Projects > [Project Name] > Project Attributes.
  2. Enable Allow Expense Without Assignment.

ExpensiError FF0091: Invalid Field Name

Cause:

The specified field is not accessible for the user profile in Certinia.

Resolution:

  1. In Certinia, go to Setup > Build and expand Create > Object.
  2. Navigate to Payable Invoice > Custom Fields and Relationships.
  3. Click View Field Accessibility.
  4. Locate the employee profile and select Hidden.
  5. Ensure both checkboxes for Visible are selected.

Sync the Connection:

  1. In Expensify, go to Settings > Workspaces > Groups > [Workspace Name] > Connections.
  2. Click Sync Now.
  3. Attempt to export the report again.

ExpensiError FF0132: Insufficient Access

Cause:

The connected Certinia user lacks Modify All Data permission.

Resolution:

  1. Log into Certinia.
  2. Navigate to Setup > Manage Users > Users.
  3. Locate the user who established the connection.
  4. Click their profile.
  5. Go to System > System Permissions.
  6. Enable Modify All Data and save.

What is Modify All Data?
This permission allows full data access, ensuring reports sync properly.

Sync the Connection:

  1. In Expensify, go to Settings > Workspaces > Groups > [Workspace Name] > Connections.
  2. Click Sync Now.
  3. Attempt to export the report again.

Certinia PSA Error: Duplicate Value on Record

Cause:

Multiple projects failed during an initial export, causing subsequent failures.

Resolution:

  1. Delete any existing expense reports associated with the Expensify Report ID in Certinia.
  2. Sync the connection:
    • In Expensify, go to Settings > Workspaces > Groups > [Workspace Name] > Connections.
    • Click Sync Now.
  3. Attempt to export the report again.

FAQ

Why do expenses fail to export when the project is closed?

Salesforce enforces a rule where a Closed project status always prevents expense entry, regardless of other settings.

What should I do if an expense still doesn’t export?

  1. Check the project settings in Salesforce:
    • Ensure Project Status is Active or In Progress.
    • Verify “Closed for Expense Entry” is unchecked.
  2. Try manually entering an expense to confirm restrictions.

Does assignment status affect expense exports?

No, Assignment Status (Closed, Active, or Completed) does not impact expense entry or export.

By following these steps, you can resolve common Certinia sync and export issues, ensuring a smooth integration between Expensify, Certinia, and Salesforce.

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