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Most of what goes wrong in Vata Assembly is the product refusing to do something, on purpose. This page explains the refusals in the order you are likely to meet them, and tells you how to reach a person when the answer is not here.
Need a person
Use the support form. During early access we answer during US business hours, usually the same day. There is no phone line and no chat widget yet — we would rather answer properly than quickly.
01Getting started
Four steps, in order. Only the last one is reversible in a hurry.
- Add your products. Import a CSV or XLSX file, or build the recipe in the app. The wizard runs Upload → Map → Preview → Commit, and the preview shows you every row before anything is saved. Templates for each import type download from inside the wizard. Requires the Operator role.
- Link items to QuickBooks Online. Exact-name matches bind automatically for companies at or under 500 active items. Everything else waits in a queue with a named reason. Requires Administrator.
- Build one by hand. Pick the accounts, the vendor and the costing policy once, and run the build yourself. Automation copies these choices and will not invent them, so an assembly with no prior manual build cannot be automated.
- Switch automation on. Choose a rule and a time of day, per assembly. It ships off. An Administrator can pause the whole lane at any moment.
02When a run stops
Every refusal carries a named code. The screen explains it in plain language and keeps the code so you can quote it to us. Nothing was posted when you see one of these.
| What you see | What it means | What to do |
|---|---|---|
| On hand is negative in QuickBooks | The finished item is oversold, so there is no honest cost layer to certify the build against. | Correct the on-hand quantity in QuickBooks Online. The next run picks it up. |
| 2 parts short — order them and build when they arrive | The plan needs components you do not have. | Order the parts, receive them, then build. Nothing is ordered or posted until you confirm. |
| Shortfall above the per-run cap | The gap to your target is larger than the cap you set, so nothing was built. | Raise the cap, or build the backlog by hand once and let the nightly run keep pace after that. |
| No build precedent | This assembly has never been built manually, so there are no account and vendor choices to copy. | Build it once by hand. Automation works from that point on. |
| Already built today | A fixed-quantity assembly builds once per QuickBooks company day. | Nothing. This is the duplicate guard doing its job. |
| Already at target | On-hand was at or above your level, so there was no shortfall. | Nothing. |
| Accepted-unknown | A request reached QuickBooks Online but the answer never came back. It may or may not have posted. | Open the exception and reconcile it. Do not repeat the posting by hand — that is how duplicates are made. |
| Not ready — operator required | Something needs a person. This will not clear on its own. | Read the named reason on the automation screen and act on it. Every following run stops here until you do. |
If a refusal repeats and its explanation does not match what you see in your books, stop and tell us rather than working around it.
03Knowing a run stopped
There are no emails or push alerts in this release. The automation screen shows the count of assemblies needing attention, and run history holds one row per assembly with its outcome. If you automate builds, someone should open that screen each morning.
A stopped assembly costs you nothing, because nothing was built. The expensive case is the opposite one — a run that posted something you did not want — and for that, see below.
04Undoing a posting
Vata Assembly cannot reverse a posting
It creates records in QuickBooks Online and never edits, voids or deletes them. That is deliberate: your books stay under your control, and corrections stay visible to your accountant.
Open the build's evidence record, which deep-links to each transaction it created, and void or adjust them inside QuickBooks Online. Then turn off the assembly's automation until the underlying configuration is fixed, or the next run will repeat it.
05Roles
| Role | Can do |
|---|---|
| Administrator | Item links, item creation, the nightly schedule, pausing the lane, workspace settings. |
| Operator | Imports, planning and running builds, Run now, the attention queue. |
| Approver | Signs the preflight approval and the posting approval. |
| Accountant | Signs the conversion-source approval; reads evidence. |
| Auditor | Read-only access to evidence and audit records. |
By default the requester, the operator and each approver must be different people. A one-person business can register as single-operator, which lets one person sign all three — and that mode is also what unattended nightly running requires.
06Limits worth knowing
- Imports: UTF-8 CSV and XLSX only, 25 MB and 50,000 rows per file. Legacy
.xls,.xlsband.xlsmare refused, and a file containing formulas is rejected rather than evaluated. - Automatic item linking: available for companies with 500 or fewer active QuickBooks items. Above that, links are made by hand.
- Schedule: one run per day, at a quarter-hour slot you choose. Not a cron expression, and not an interval.
- Concurrency: one run at a time per company, by design.
- Evidence export: not available in this release. Evidence is readable in the app by Accountant and Auditor seats.
07Contacting us
Include these and we can usually answer in one reply instead of three:
- The failure class or refusal code exactly as shown.
- The build lot identifier, or the run date and the assembly name.
- What you expected to happen instead.
- Whether anything was posted to QuickBooks Online, if you know.
Please do not send screenshots containing credentials, and never send us a password or an Intuit token. We will never ask for either.
| Reason | Address |
|---|---|
| Something is broken, or you have a question | Support & questions form |
| A security concern or suspected compromise | Security report form |
| Privacy, data access or deletion requests | Privacy request form |
| Early access, pricing, anything else | Support & questions form |
There is no public status page yet. If the service is down we will email workspace administrators.