Warnings and Troubleshooting
Overview
đź’ˇThis page lists the most common warnings and messages, what causes them and how to fix them.
BOS Pro tells you about problems in two ways:
- A warning bar: a red bar at the top of a transaction or record, starting with "Warning:". It lists every problem, separated by semicolons. Most warnings do not stop you from saving, but fix them before you complete the transaction.
- A message: a popup that stops what you were doing, for example, "Access denied."
Warning Bar
| Warning Shows | Where | How to Fix |
|---|---|---|
| Branch is blank | Every transaction, once your database has branches | Select the transaction's branch. When branches are used, every transaction needs one (see Branches). |
| Transaction is not in an Accounting Status | Customer Invoices, Customer Credit Notes, Supplier Invoices, Supplier Debit Notes, Material Movements and the Ledger | The transaction's status does not post to the ledger, so it is left out of the Ledger, the financial statements and the age analyses. Ignore the warning while the transaction is still pending. Otherwise, change the status, or check which statuses post to the ledger (see Statuses). |
| Transaction is not in an Inventory Status | Material Movements | The transaction's status does not update stock. Ignore the warning while the transaction is still pending. Otherwise, change the status (see Statuses). |
| Item Account is blank | Customer Invoices, Customer Credit Notes, Supplier Invoices and Supplier Debit Notes | An item line has no ledger account. Select the account on the line. If the column is hidden, show it with the Field Chooser (*). |
| Allocation Outstanding | Customer Credit Notes and Supplier Debit Notes | Part of the amount is not yet allocated to an invoice. Allocate the outstanding amount. |
| Supplier is not Active | Purchase Orders | The supplier's status is not Active. Check the supplier's record before you complete the order. |
| The customer's or supplier's own warning (any text) | Transactions for that customer or supplier | Someone entered the text in the Warning field of the customer or supplier record, for example, "Cash only". Read it before you go on. To change it, edit the customer or supplier record. |
| The Quotation's branch does not match the selected Customer's branch | Quotations | The Quotation and the customer are linked to different branches. Select the right branch or customer. |
| Default MU Mismatch on Item | Quotations | An estimate's markup on the Quotation differs from the default markup: the customer's markup, else the branch's, else the general setting Default Estimate Markup (%). Check the markup on the items listed. |
| An alert, for example, "Paper percentage of Total < 20%", "Contact Person is blank" or "Duplicate Order No" | Quotations, Sales Orders, Purchase Orders and Supplier Invoices | An alert set up on the Alerts tab of Settings & Defaults found a problem (see Alerts). Fix the transaction, or ignore the alert if it does not apply. Alerts do not stop you from saving. |
| The Work Order Qty differs from the Output Qty | Work Orders | The Work Order quantity is not the total of its output lines. Correct the quantity or the output lines. |
| Customer is blank, Contact is blank or Deliver Address is blank | Delivery Notes | Fill in the field named in the warning. |
| One or more items are linked to post-dated Stock Checks | Material Movements and Transfer Orders | A Stock Check dated after this transaction already counted one of its items, so this transaction changes stock that was counted. Check the transaction date (see Stock Check). |
| The Serial No. count does not match the Item Qty | Material Movements | An item's quantity differs from the number of serial numbers entered for it. Add or remove serial numbers, or correct the quantity. |
| Supplier is blank, Bank Account is blank, Supplier Vendor No. is blank, Bank details are incomplete or Total = 0 | Supplier Payments | Fill in the missing details. The bank details and the Vendor No. come from the supplier's record (see Supplier Payments). |
| Customer is blank, Supplier is blank or Trial Balance error | Ledger | Select the customer or supplier, or correct the amounts so that the debits equal the credits. While the bar shows, allocation is blocked (see Ledger Edit Views). |
| Customer Name is blank, VAT No. is blank, Duplicate Customer Name or Duplicate Account No. | Customer records | Fill in the missing details, or check for a duplicate customer. |
| Warning: Duplicate Password, PoS PIN No. or Tracker PIN No. | Staff records | Another staff member has the same password or PIN. Give each staff member their own (see Pins and Passwords). |
| The Leave dates conflict with the dates on another Leave record, or The Leave days allowed for the current cycle have been exceeded | Leave | Check the dates, or the Leave Rule (see Leave). |
| The selected dates overlap the dates on another VAT Reconciliation | VAT Reconciliation | Check the dates of the reconciliation (see VAT Reconciliation). |
Messages
Access
| Message | Cause | How to Fix |
|---|---|---|
| "Access denied." | Your user settings do not allow the module or action. | Ask your administrator to change your access. Many messages name the setting, for example, "Access denied. See Staff Settings > Quotations > Editing Allowed." User Access lists every access setting. |
| "Access denied - Supervisor rights are required." (with the setting's name) | The action needs the Supervisor option of an access setting. | Ask a supervisor to do it, or ask your administrator to change the setting. |
| "Access denied - Full Access is required…" | The action needs the Full Access option, for example, to add or edit a budget. | Ask your administrator to change the setting. |
| "Access denied. Access to 'Settings & Defaults' is required to edit Lookup Lists." | Editing a lookup list, or categories, positions, regions or locations, needs Setups > Settings & Defaults - Access Allowed. | Ask your administrator to change the setting. |
| "Transaction not found or Access denied." or "Item not found or Access denied." | The record does not exist, or your access does not include it (for example, your access is Own (Rep) and you are not the rep). | Check the number. If it is right, check your access (see User Access). |
| "The selected Customer does not have access to Quotations." (or Sales Orders, Work Orders, Delivery Notes, Invoices or Campaigns) | The customer's record does not allow that type of transaction (the QT Access, SO Access and similar checkboxes). | Edit the customer and check the checkbox, if the customer may have that transaction (see Customers List View). |
| "Access denied to local drives - See Staff Settings > Local drives - Access Allowed." | Saving to, or selecting files from, your own computer needs this setting. | Ask your administrator to change the setting (see Grid Views). |
| "Access denied. See Setup > Actions > Users Access." | You ran an Action, but you are not in its Users Access list (version 26.04 and later). | Ask your administrator to add you (see Users Access in Actions). |
Dates
| Message | Cause | How to Fix |
|---|---|---|
| "Transactions may not be dated on or prior to the Close Off Date." | The transaction's date is on or before the Financial Close Off Date. | Use a later date. If the earlier date is right, ask the person who manages the Financial Close Off Date to move it. |
| "Stock Check Date may not be dated on or prior to the Close Off Date." | The same rule, for a Stock Check. | Use a later date (see Financial Close Off Date). |
| "Stock Checks may only be created for yesterday or earlier." | A Stock Check records the stock at the end of a day, so it cannot be dated today or later. | Select yesterday's date or earlier (see Stock Check). |
Copying and Approvals
Copy Rules explains the other messages that stop a copy.
| Message | Cause | How to Fix |
|---|---|---|
| "Copy not allowed - the checklist has not been approved." or "Status change not allowed - the checklist has not been approved." | The transaction has an approval checklist that is not yet approved. | Have the checklist approved first (see Approving Transactions Tutorial). |
| "Zero checklist items are ready for approval. The checklist status is set to yellow when items are ready for approval." | Approval was asked for on a Purchase Order before any checklist item was ready. | Complete the checklist items first, then ask for approval. |
| "Copy to Sales Order not allowed - the selected Quotation has already been Accepted." | The Quotation was already copied to a Sales Order. | Open the existing Sales Order instead. |
| "The Branch is blank. Sales Orders must be linked to a Branch before they can be copied to another Transaction" (or Campaigns) | When branches are used, a transaction needs a branch before it is copied. | Select the branch and copy again. |
| "The selected Customer's branch does not match the Quotation's branch. Please select another Customer." | The customer is linked to a different branch. | Select a customer of the Quotation's branch, or change the Quotation's branch. |
Accounting
| Message | Cause | How to Fix |
|---|---|---|
| "Allocation not allowed. See red Warning Bar for reasons." | The ledger entry has a warning, for example, a Trial Balance error or a blank customer. | Fix what the warning bar lists, then allocate. |
| "… may not be created in the Ledger. See General Settings > Accounting > Default: Allow CI,CC,SI,SDN transactions to be created in the Ledger." | Customer Invoices, Customer Credit Notes, Supplier Invoices and Supplier Debit Notes are normally created in their own modules. | Create the transaction in its own module, or ask your administrator to change the setting. |
| "… may not be created in the Ledger. See General Settings > Accounting > Default: Create Supplier Payments in the Ledger." | Supplier Payments are normally created in the Supplier Payments module. | Use Supplier Payments, or ask your administrator to change the setting. |
| "Deleting of cascading transactions not allowed." | The ledger entry was created by another transaction (for example, an invoice). | Change or cancel the transaction it came from instead. |
| "Supplier Payments must be in the Approved status and are matched by Supplier, Bank and Amount." | A bank transaction was matched to a Supplier Payment that is not Approved, or the supplier, bank or amount differs. | Approve the Supplier Payment, and check the supplier, bank and amount. |
| "The Bank Import Settings are incomplete. See online documentation." | The bank account is not set up for Bank Import. | Complete the setup (see Bank Imports - Setup Tutorials). |
| "The Imported file does not match the selected Account." | The account number in the file differs from the selected bank account. | Select the right bank account, or import the right file. |
| "Delete Failed. Only Pending Transactions may be deleted." | On Bank Import, the bank transaction is no longer Pending. | Change the bank transaction's status back to Pending first, if your access allows it. |
| "Duplicate Bank Reconciliations are not allowed" | A bank reconciliation with the same date already exists. | Open the existing reconciliation (see Bank Reconciliation). |
| "Accounting Setup Error. Please review the Balance Sheet settings under 'Main Menu>Setup>Accounting'." | The accounts are not fully set up for the Statement of Financial Position. | Check the account setup (see Chart of Accounts). |
| "The % Revenue calculation requires the following setting to be populated: General Settings > Accounting > Profit or Loss: Account used for calculating the Revenue %." | The % Revenue column needs a revenue account. | Ask your administrator to set the account (see Statement of Profit or Loss). |
| "The setting that identifies the Customer Receipts Entry Type has not been set…" | Receiving a payment on an invoice needs the Entry Type for receipts. | Set Sales Orders & Invoicing > Ledger Entry Type for Receive on Invoice in General Settings (see Customer Invoices). |
| "This functionality is only available at Branch level. Please select a Branch in the data filter." | Clearing an account on the Customer Age Analysis works one branch at a time. | Select a branch in the data filter. |
| "Please update Generators for CI No. and CC No. See Office > My Organisation > Branches > Actions > Update All Generators." | The general setting Use a Branch level sequence for Inv No. and CC No. was set to Yes. | Run Update All Generators on the Branches tab (see Branches). |
Materials, Inventory and Production
| Message | Cause | How to Fix |
|---|---|---|
| "Material Categories need to be created before Materials can be added." | Every material belongs to a category. | Create a category first (see Materials). |
| "Delete not allowed. Item must be removed from Inventory before it can be deleted." | The material still has stock. | Bring the stock to zero first, or change the material's status instead of deleting it. |
| "Delete not allowed. Item has been linked to Costings." or "Item has dependencies and may not be deleted." | The material is used elsewhere. | Remove the links first, or change the material's status instead. |
| "A Cost Price is required to add the Material to Costings…" | A material needs a cost price before it can be used in Costings. | On the material, open the Costs & Prices tab and click Add Cost/Price. |
| "The default 'Batch Complete' Status has not been set…" | Setting Work Orders to Batch Complete from Inventory needs a default status. | Set it in Settings & Defaults > Status, with Module = Work Orders (see Statuses). |
| "You can only set the transaction to Received if it has already been Issued." | A Transfer Order moves through Issued, then Received, then Complete. | Issue the Transfer Order first (see Transfer Orders). |
| "Planning is only available on Active Work Orders." | Only Active Work Orders go on the Planning Board. | Change the Work Order's status to an Active status. |
| "Duplicate Order ID in Planning Board Settings…" | Two Planning Board settings have the same order number. | Correct the order numbers in the Planning Board setup (see Production Planning Settings). |
| "Width or Depth is 0. Imposition cannot be calculated. Continue anyway?" | A printed section of a Standard Estimate has no width or depth (version 26.04 and later). | Click No and enter the size, or click Yes to continue without an imposition (see Standard Estimating). |
General
| Message | Cause | How to Fix |
|---|---|---|
| "… is in use and may not be deleted" (and similar messages) | The record is used by transactions or other records. | Change its status, or stop using it, instead of deleting it. |
| "Invalid Value - Setting: …" | A setting has a value BOS Pro cannot read. | Open the setting named in the message and select or enter a valid value. |
| "Version mismatch - Exe …; DB …" | The program and the database are on different versions. | Contact QuickEasy support to upgrade the program or the database. |
| "Computer date is incorrect. Please set the computer's date to the current date." | The computer's date is wrong. | Correct the date on your computer. |
| "Error outputting Template. Invalid Template or Template not uploaded." | The output template is missing or damaged. | Check the template (see Output). |
| "To avoid errors, please close the PDF document after previewing it." | A PDF that is still open cannot be replaced. | Close the PDF, then output again. |
| "Failed to connect to SMTP Server:" or "Failed to send message:" | The email settings are wrong, or the mail server cannot be reached. | Check your email settings (see Email Settings). |
| "Attachment is an invalid file or it is already open." | The file is open in another program, or damaged. | Close the file and try again. |
| "The grid view is empty. Please clear the grid filters to continue." | The list's filters hide every row. | Clear the filters (see Grid Views). |
| "SQL Error. The SQL on the selected Report is invalid." | A custom report's SQL has an error. | Correct the report's SQL (see Custom Reports), or contact QuickEasy support. |
| "The Point of Sale settings are not configured correctly." | Point of Sale needs a Job Category, a customer used for Cash Sales and a receipt template. | Complete the Point of Sale general settings (see Point of Sale Setup Tutorials). |
| "User is not linked to a Branch" | When branches are used, a Point of Sale user needs a branch. | Link the user to a branch (see Branches). |
| "Cancel not allowed. Order has already been invoiced." | The Point of Sale order was already invoiced. | Reverse the invoice with a Customer Credit Note, if needed. |
| "Blank Setting at General Settings > System > Library Server Address." | The Online Library needs the server address. | Ask your administrator to fill in the setting. |
| "The 'Documents Folder Path' has not been set. See 'Settings > General.'" | Loading a file on Leave needs the documents folder. | Ask your administrator to set the folder in General Settings. |
| "The Action is not in an Active Status." | The Action you ran is Pending or Cancelled (version 26.04 and later). | Ask your administrator to set the Action to Active (see Actions). |
| "The file is not a QuickEasy Action." | The file you tried to import is not an Action exported from BOS Pro. | Import a .json file that was saved with Export (.json) (see Actions). |