CRM and expenses questions
The questions clients actually ask about leads, expense claims and subscriptions. Each answer is short and ends with the page that goes further.
Can we run more than one pipeline?
Yes. Each pipeline has its own stages and rules, and each lead names one. The board draws the stages of the pipeline the leads are on. See Pipeline.
Why can a salesperson drag a lead past a stage that needs approval?
The board's drag and drop does not read the Stage Rules (Allowed, Remarks Required, Based on Approval). It respects only the two restrictions on the pipeline and the won lock. If approval matters, have users move leads with Change Lead Stage. See Move a lead to another stage.
Can a won deal be reopened?
Only by a move the pipeline allows from the Won stage: a Stage Rules line from Won with Allowed ticked. Otherwise a won lead is locked. See Mark a lead won or lost.
Why does the lead's Profit Percentage not match its lines?
The header's percentage is the plain average of the lines' percentages, not weighted by revenue. See Lead.
Can a lead be in US dollars when our books are in another currency?
The lead's Currency is a label: amounts are typed in that currency and nothing is converted. A company can default it on Customer Relationship Management Setting.
Do leads become quotations or sales orders?
No. Nothing creates a sales document from a CRM lead.
Who sees which leads?
A user sees the leads he owns, those of the people who report to him, and, as administrator, all of them. See CRM lists, reports and board.
Can an employee claim an expense from four months ago?
Only if the company's Expense Date Back Limit allows it. Set the months on Expense Management Setting; 0 or empty means no limit.
Can staff claim in foreign currency?
Yes, with Currency Required On Line ticked on the setting. Each line then has a Currency and an Exchange Rate read from the exchange rates on the expense date.
Can a claim be posted in parts?
Yes. Raise a Post Expense Submission by hand from the claim and untick Accepted on the lines to leave. See Post an expense claim.
Why is the tax on the posting different from the claim?
The claim works tax out on its Submission Date, the posting on its Posting Date. A rate change in between shows up here.
Is the merchant on a claim line linked to the Merchant list?
No. The Merchant column is typed. See Merchant.
Does a subscription agreement raise invoices?
No. It records the terms; Subscription Agreement Scheduled lists the billing dates. Invoices are raised by hand in Receivables.
If something looks wrong
| Message | Cause | Fix |
|---|---|---|
| Lead Source is required. Pick one of Self, Principal, Vendor/Distributor, Email, Events or Calls. | The lead's source was typed, not picked | Pick it from the list |
| Vendor grid lines cannot be empty. | The lead has no line | Add a line on Lead Detail |
| Line ID - 0002 - Revenue cannot be negative. | Negative revenue on a lead line | Correct it |
| Line ID - 0002 - Gross Profit Percentage cannot be negative. | Negative margin on a lead line | Correct it |
| Line 0002: Gross Profit Amount cannot be greater than Revenue. | Profit typed above revenue | Correct the amount |
| Required date should be greater than Lead Date | Close Date before Start Date | Fix the Close Date |
| This lead is won and is locked. A won lead cannot be changed. | Saving or deleting a won lead | Move it out of Won first, if the pipeline allows |
| This lead is won and is locked. Its close date cannot be changed. | Close date request on a won lead | None needed: the close date is the won date |
| This lead is won (Won) and is locked. It cannot be moved to Lost. | Moving a won lead with no rule from Won | Add a Stage Rules line from Won, Allowed ticked |
| This lead is already at Proposal and cannot be moved back to Qualified. Stage movement is forward only on this pipeline. | Backward move on a forward-only pipeline | Move forward only, or untick the restriction |
| Stages cannot be skipped on this pipeline. Move the lead from ‘Prospect’ one stage at a time. | Board drag over more than one stage | Drag one column at a time |
| No stage rule is configured for ‘Qualified’ → ‘Proposal’. Add that transition on the Pipeline screen. | No Stage Rules line for the move | Add it on the Pipeline |
| This stage transition is not permitted by system policy. ... | The rule has Allowed off | Tick Allowed, or choose another stage |
| Please enter Lead Stage Remarks. | The rule requires remarks | Type remarks |
| Choose the stage to move this lead to. | No New Stage picked | Pick one |
| The lead was not moved to ‘Proposal’. ... | The lead is already there, or its stage no longer matches the pipeline | Reopen the lead and try again |
| This lead no longer exists. Refresh the board and try again. | The card's lead was deleted | Refresh the board |
| The new close date cannot be earlier than the lead date. | New close date before Start Date | Pick a later date |
| Mark exactly one stage as the Won stage (Stage Type = Won) - it is what a won lead, and every sales figure, is counted from. | No Won stage on the pipeline | Set one stage's type to Won |
| Only one stage can be the Won stage. | Two Won stages | Change one |
| Only one stage can be the Lost stage. | Two Lost stages | Change one |
| Date From cannot be greater than Date To. | Campaign dates reversed | Swap them |
| Visitor ID Cannot be Same | Duplicate Visitor ID on a visiting pass | Use another ID |
| Line ID: 0001 is duplicated with Line ID: 0003 | Same stage twice on a Service Name | Remove one line |
| Basic Data cannot be Empty | Claim or posting with no line | Add or accept a line |
| Basic Data - Line ID : 0002 - Expense Category Cannot be Empty (also Name, Currency, Expense Date) | A required line value is missing | Fill it |
| Basic Data - Line ID : 0002 - Quantity Cannot be Zero / Gross Price Cannot be Zero | Quantity or Price is zero | Enter more than zero |
| Basic Data - Line ID : 0002 - Expense Date cannot be later than 23-Oct-2026 | Future expense date | Correct the date |
| Basic Data - Line ID : 0002 - Expense Date cannot be more than 2 month(s) old - the earliest allowed is 23-Aug-2026 | Older than the back limit | Claim within the limit, or change the setting |
| Account is not defined in Payment Source | The payment source has no account | Fill its Account |
| Expense Submission EXP-0001 has not been approved. Post Expense Submission creation is not allowed. | Post This Expense on an unapproved claim | Get it approved |
| You have no rights to create Post Expense Submission. | The user's role lacks create on that screen | Give the right |
| No posting journal is configured for Post Expense Submission. Set the 'journalno' default for EMPE in EM Settings first. | No journal default | Add it on Expense Management Setting |
| Every line of Expense Submission EXP-0001 is already on Post Expense Submission PEX-0001. | Nothing left to post | None |
| Line ID : 0002 - Expense Submission Lines (HOTEL) cannot be Delete. Its already referred in Post Expense Submission | Removing a posted claim line | Reverse the posting first |
| Line ID: 0002 Quantity: 2 cannot be change, already referred in Post Expense Submission. (also Expense Category, Currency, Tax Group, Tax Zone, Expense Date, Project, Project Activity Number, Price, Amount) | Changing a posted claim line | Reverse the posting first |
| Submission Expense: EXP-0001 cannot be deleted. | The claim has posted lines | Reverse the postings first |
| Only Posted Vouchers can be reversed | Reverse on a parked posting | Delete it instead |
| Reverse Date: 01-Oct-2026 cannot be less than Posting Date: 15-Oct-2026 | Reverse date too early | Pick a later date |
| Posted Expense cannot be deleted | Delete on a posted posting | Reverse it |
| Journal Cannot be Empty. / Journal: JV does not exists. | No or unknown journal | Pick a journal of the company |
| Back date not allowed | Posting date older than the journal allows | Use a later date |
| Financial Year not found. | No financial year for the posting date | Open the year in the general ledger |
| Process Postkeys have not been configured in the system | No post keys for Post Expense Submission | Set them in the general ledger |
| merchanthdr already exists with this name: | The merchant's Name is empty | Fill the Name |
| Similar merchant No. already exits | Duplicate merchant code | Use another code |
| Address - only one address can be marked primary | Two primary addresses | Untick one |
| Address - only one address can be marked as primary for country, based on Country | Two primary-for-country addresses in one country | Untick one |
| country cannot be empty | Primary-for-country address without country | Fill the Country |
| Line ID: 0002 - Contact Nature cannot be empty. | Merchant contact without nature | Fill it |
| Contact - only one contact can be marked as primary, based on Contact Nature | Two primary contacts of one nature | Untick one |
| Bank Information - only one Currency can be marked as primary for Currency, based on Currency | Two primary bank lines in one currency | Untick one |
| Subscription Agreement Lines cannot be empty | Agreement without lines | Add a line |