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System messages: what they mean and what to do

6 min read ·Updated

A red message appeared and saving or posting stopped? Look it up here. Every rejection means nothing changed, so fix the cause and try again without fear of duplicates.

On this page
  1. Selling and buying
  2. Treasury and cheques
  3. Point of sale and shifts
  4. Accounting and periods

Rule one: every rejection message means nothing changed. The document was not posted, stock did not move, no entry was written. Fix the cause and try again. If the app resends the same request twice after a connection drop, the server recognises it and does not repeat it.

Selling and buying

MessageMeaningWhat to do
The document has no lines.You are posting an empty document.Add at least one line.
Insufficient stock for item ... (available ...).The quantity exceeds the warehouse balance and the item does not allow a negative balance.Correct the quantity, receive the goods first with a supplier invoice or an adjustment, or allow negative stock on the item. See Stock balances.
Select the warehouse.A stock document without a warehouse.Pick the warehouse, or set a default warehouse for the user.
Credit limit exceeded for customer ... (balance, limit, after invoice).The credit invoice would push the customer's debt over the limit.Collect a payment first, raise the limit in the customer record, or wait for manager approval if the customer's policy is "requires approval". See Credit limits.
This action requires approval; approval request no. ... was sent.Credit limit exceeded, discount above the limit, or amount above the user's limit. The document was saved as a draft.Wait; the manager sees the request under "Approvals" and on the dashboard and approves with one click.
Returned quantity exceeds the invoiced quantity.You are returning more than the original invoice.Correct the quantity.
Cancel the receipts allocated to this invoice first.You are cancelling an invoice that was paid.Cancel the receipt or remove its allocation, then cancel the invoice.
The invoice has returns; cancel them first.An invoice with an outstanding return cannot be cancelled.Cancel the return first.
A posted document cannot be edited; cancel it by reversal and create a new one.Posted documents are immutable by design.See Posting and cancelling.
No price for item ... in any price list.The item has no selling price.Enter its price in a price list.
Barcode ... is used by another item.Barcodes must be unique.Search by barcode to find the other item and fix one of them.
Device total (...) differs from server total (...).The cashier's invoice was computed on the device with a total that differs from the server's (a price or tax changed).The invoice is rejected in the sync queue; see Pending and rejected.

Treasury and cheques

MessageMeaningWhat to do
This purpose requires a contra account.An expense or "other" voucher without an account.Choose the expense or contra account.
This document requires a party.An invoice settlement or advance voucher without a customer or supplier.Select the party.
Party ... does not have the role ...You chose a customer where a supplier is required, or a party that is not an employee for "Cashier difference account".Add the required role to the party in its record, or choose another party. See Parties.
The allocation exceeds the remaining amount on document ...You are allocating more to the invoice than it owes.Correct the allocated amount; the excess stays unallocated on the voucher.
This cashbox is outside your scope.You are receiving or paying on a cashbox that is not among your allowed cashboxes.Choose a cashbox within your scope, or ask the manager to widen your scope.
Source and destination are the same.A transfer from a cashbox to itself.Choose a different cashbox.
Invalid amount.Zero, negative, or a fee larger than the amount.Enter a positive amount.
Cheque ... cannot move from status ... to ...The cheque is in a state that does not allow this action.Handle the cheque from the Cheques screen in the right sequence. See Cheques.
Cheque ... moved to status ...; handle it from the Cheques screen first.You are cancelling a voucher whose cheque was deposited, cleared or endorsed.Revert the cheque from its screen, then cancel the voucher.
The cashbox currency cannot be changed once it has movements.The currency is fixed after the first movement.Create a new cashbox in the other currency.

Point of sale and shifts

MessageMeaningWhat to do
The cashier already has an open shift.One open shift per cashier.Close the existing shift from the app or from "Shifts" in the panel. See Closing the shift.
The POS cashbox is not among the cashboxes allowed for this user.A cashbox outside the cashier's scope was chosen.Choose a cashbox within their scope, or leave the field empty so it is picked automatically. See Setting up the cashier.
You do not have permission for this action.The role does not allow it, such as a cashier trying to cancel an invoice or edit a price.Ask the manager to grant the permission under Cashier permissions.
The warehouse is outside your scope. / The branch is outside your scope.You are working on a warehouse or branch not within your scope.Change the selection or widen the scope in the user record.
Phone ordering is not enabled. / Outside order hours.A QR order in the restaurant while the feature is off or outside opening hours.See QR ordering.

Accounting and periods

MessageMeaningWhat to do
The period containing ... is locked.The date falls in a locked month or year.Change the date, or unlock the period from "Fiscal year and periods" with the unlock permission. See Advanced accounting.
No fiscal year covers the date ...The date is outside all defined years.Create the new fiscal year.
Create the next fiscal year before closing this one.Closing needs a following year to receive activity.Create it, then close.
No exchange rate for currency ... on ...A foreign-currency document with no rate for that day.Enter the rate under Currencies and rates.
Unbalanced entry: debit ..., credit ...A manual entry whose debits do not equal its credits.Review the amounts and the exchange rate.
Account ... is a group header or inactive and does not accept entries.You chose a summary account.Choose an active leaf account.
Account ... requires a party (customer/supplier).A control account without a party.Set the party on the line.
No account configured for line type .... Check posting accounts.A system account was deleted or deactivated.Map the line type to an account under Posting accounts.
The item is in use and cannot be deleted or deactivated.The item, party or account has movements.Deactivate instead of deleting where available, or keep it.

Tip

A message not listed here should be read literally: the system names the document number, amount and account inside the message itself, and that is usually enough to know what to fix.

Frequently asked questions

I pressed Save twice because the network was slow. Was the invoice duplicated?

No. A repeated request with the same key returns its first result and is not executed again.

The message is in English, not Arabic. Why?

Message language follows the interface language. Change it with the language button in the top bar.

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