Xero Error Messages/Troubleshooting

In this article, you will learn how to troubleshoot error messages in Xero. 

Overview: Unlinking Transactions

When trying to make adjustments to transactions that have already been posted to Xero through Actionstep, you will first need to remove any links created through the integration. To do this, navigate to:

Admin -> Integrations -> Xero -> Manage

From here you can access a number of different lists, such as the 'Sales Invoices' or 'Payments'.  -

Simply access the list of items you want to address, apply a filter to find the transactions, tick the checkbox next to it and click 'Unlink from Xero'.

Error Messages

In this section, we'll review some of the more common error messages that users see while trying to process transactions linked through to Xero.

Error: Failed Posting to Xero: XERO API Exception detected: #1: Invoice not of valid status for modification. #2: This document cannot be edited as it has a payment or credit note allocated to it. 

Explanation: Typically this error message is a result of trying to create a (supplier) invoice with a reference number that is already being used by an existing (supplier) invoice in Xero.

Solution: Change the reference number of the (supplier) invoice in Actionstep, which will then trigger Xero to create an entirely new record.

Error: Failed Posting Payment Xero: XERO API Exception Detected: #1: Payments can only be made against Authorised documents. #2: Payment amount exceeds the amount outstanding on this document.

Explanation: This is usually caused by changes being made to the corresponding invoice in Xero. Since changes in Xero are not fed through to Actionstep, you'll see this error message when trying to post a payment against an invoice in Actionstep when it has already been marked as paid in Xero (and the two invoices in the two systems are linked) or voided.

Solution: Investigate the invoice in Xero to see whether any payments or credits have been applied to it, or whether it has been voided. If such is the case, revert those changes, then try to process the changes from within Actionstep. 

Error: Failed posting manual journal Xero: Not connected to the Xero API. Please log in first.

Explanation: This indicates that the Xero access token has been manually revoked.

Solution: click on the Xero icon in the alert bar to re-connect the integration. If the system thinks you are already connected, please contact [email protected] and request for the connection to be reset manually.

Error: Failed Exporting Receipt to Xero Bank Transaction: This transaction cannot be completed. Add a Code to the Xero account, refresh your data in the Xero plugin then try again.

Explanation: This indicates that you haven't set a code for your bank account in Xero.

Solution: You would need to add a 3-digit GL code in Xero to your bank account.

1. Open Xero 
2. Click on the Accounting menu tab and then Advanced
3. In the Advanced accounting menu, click on Chart of accounts
4. Enter a 3-digit General Ledger ('GL') code on the account that is missing (see below)
5. Go back into Actionstep and click on Admin > Accounting > Refresh data

Error: There was a problem sending this transaction to Xero. The reported error was: 'Failed posting Payment Xero: XERO API Exception Detected: #1: Account could not be found. '. Please check your Xero configuration and try again.

Explanation: This indicates there is an "account code" missing from Xero.

Solution: You would need to add a 3-digit GL code in Xero to the account you use for payment.

1. Open Xero
2. Click on the Accounting menu tab and then Advanced
3. In the Advanced accounting menu, click on Chart of accounts
4. Enter a 3-digit General Ledger ('GL') code on the account that is missing (see below)
5. Go back into Actionstep and click on Admin > Accounting > Refresh data

Error: Failed posting invoice to Xero - could not retrieve a valid Token Response URL.

Explanation: This indicates there is a connection issue with Xero as the Xero token has been revoked.

Solution: Please contact [email protected] and request for your Xero token to be refreshed and you can reconnect to Xero once the token has been refreshed.

Error: XERO API Exception Detected: #1: The invoice you are trying to allocate to has already been paid off. #2: Credit Note cannot be allocated as amount is greater than amount outstanding.

Explanation: This usually means that the credit note in Xero has already been posted or the invoice itself has been paid in Xero.

Solution: You would need to select "Remove & redo" Xero for the invoice payment or Credit note and then you can repost the Credit note from Actionstep.

Error: Xero V2: Failed to renew token.

Explanation: The Xero integration in Actionstep was unable to establish a connection

Solution: Reconnect Xero in Actionstep by selecting "Xero" at the bottom of the screen and select "Reconnect."

Error: Access Denied to the requested resource.

Explanation:  Access is denied for the integration between Actionstep and Xero. 

Solution: The Accounting function needs to be set-up first.  With Practice Pro + Accounting systems, the Actionstep built-in Accounting function must be selected. Once this has been selected, you can integrate with Xero and map the accounts.