Here are some of the most common error messages you might encounter while previewing or importing
your Excel data.
The name of the list element cannot be blank.
A required field is blank. A mandatory field has been left blank. For
example, in the Customers & Jobs list, the Customer or Job name is blank. QuickBooks
cannot create this customer in the list without a name as it is a required
For each list, there are a few required fields. "Name" is required
for all lists. "Accounts" also require Account Types. Items also
require Item Type and Income Account. Inventory Accounts also require Item
Type, Income account, Expense/COGS account, and Asset account.
"Pass-through" items also require Item Type, Income account, and
Invalid Data Format
In the "checkbox" fields, this message means that the format
entered is not recognized as a valid format. For example, for the checkbox
fields, QuickBooks accepts "yes," "no," "y,"
"n," "active," and "not-active." If you enter
"Not Active," this error message will be displayed because the hyphen
Enter one of these options, in exactly this format: yes, no, y, n, active,
This field contains more text than is allowed.
Many fields have a character limit. If the data in the .xls or CSV field is
greater than the character limit allowed in the QuickBooks field, this error
Refer to Help topics about preparing your data for import.
Invalid Amount Format
The amount entered into the field is not in the format required for that
field. For example, if it is a date field, the format has to be in a date
format so ABCD is incorrect. If it is a price or rate or amount field, it has
to be a numeric value, so ABCD is incorrect again.
Enter the amount in the form of "0.00"
Job or Customer Name: The specified parent does not exist.
The parent (or Customer) has to exist on the list in order to create a job
or a sub-level. If QuickBooks cannot find the parent for the job or sub-level,
the job or sub-item or sub-account cannot be created.
Create a Customer (parent) account before importing a job or sub-account for
that customer. Example: Customer one, Customer one:job 1.
Warning: No Tax ID entered. We recommend that you enter the Vendor's
Tax ID before you print 1099s.
If you are trying to import a record with the "Vendor eligible for
1099" checkbox selected, but the Tax ID is blank, this error message
alerts you that the checkbox is selected, but no tax ID is entered.
Fill in the Tax ID number.
Income Account: The specified Account does not exist in the list.
The income account you selected on an item you are importing has not been
created in QuickBooks yet. For example, the current chart of accounts in
QuickBooks does not have "Income" as an account. You try to import an
item that uses "Income" as its income account. This error will appear
because "Income" has not been created in the chart of accounts.
Add the specified account to your chart of accounts.
One or more fields in this record were not applicable to this type of Item
and could not be imported.
This message is displayed when one or more fields were set up for an Item
type and the Item type does not support that field.
Delete the data from the import file.
One or more fields in this record were not applicable to this type of
Account and could not be imported.
This message is displayed when one or more fields were set up for an Account
type and the account type does not support that field.
Type: Invalid Account Type
The account type in the excel or CSV file is not in a format recognized by
QuickBooks. In order to import this record, the account types in the import
file must appear exactly as they do in the account list in QuickBooks. For
example, "Bank" is a valid account type but "Bank Account"
is not since QuickBooks does not have "account" after the type name.
This also pertains to Item Types.
Change the data in the import file to match the Account name exactly as it
appears in QuickBooks.
Income Account: The specified Account does not exist in the list. Warning:
This element was not made active because its parent is marked as inactive.
This is actually two error messages. The first one means the account does
not already exist in QuickBooks. If you are trying to associate two accounts
but the one or the other account is not created already, this error message
The second warning appears when you are trying to mark a sub-account active
when its parent is inactive. The sub-account, sub-item, or Jobs cannot be made
active when the parent is inactive. Once you make a parent inactive, all the
subs become inactive too.
In order to make the sub-accounts active again, the parent has to be made
Income Account: The specified Account does not exist in the list. | No more
sublevels are allowed for this element.
The second message means the user is trying to create more than five
sublevels. QuickBooks can only create up to five sublevels of items, accounts,
Limit the sublevels for items, accounts, and customers to five.