When making adjustments to transactions that have already been posted to Xero through Actionstep Practice Management, you will first need to unlink the transaction. The article Correcting Accounting Errors in the Xero Integration has complete instructions on doing this.

CAUTION:  If you are trying to unlink an invoice that already has payments or credit notes applied against it, you must first unlink the payments/credit notes. Doing this will unlink the connection between Practice Management and Xero for that particular transaction, allowing you to make adjustments to it.

Following are some common error messages 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 Practice Management, 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 Practice Management, you'll see this error message when trying to post a payment against an invoice in Practice Management 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 this is the case, revert those changes, then try to process the changes from within Practice Management. Note: In relation to the error message above, if the invoice has been voided, you will have to generate a new invoice (within Xero) to replace the voided one. The easiest way to do this is to break the connection between Practice Management and Xero for the invoice in question (see Correcting Accounting Errors in the Xero Integration), and then revert the Practice Management invoice to Draft status. Now you can change the reference number of the invoice (simply add an A at the end if you want a fast solution) and approve it again, which will create a new corresponding invoice in Xero.
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 the Xero option in the status message area to re-connect the integration. If the system thinks you are already connected, please contact Actionstep Support 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	Add a 3-digit GL code in Xero to your bank account. Open Xero. Click the Accounting menu tab and then Advanced. In the Advanced accounting menu, click Chart of accounts. Enter a 3-digit General Ledger ('GL') code on the account that is missing (see below). In Practice Management, to got Admin > Accounting and click Refresh data.
Error	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	Add a 3-digit GL code in Xero to the account you use for payment. Open Xero. Click the Accounting menu tab and then Advanced. In the Advanced accounting menu, click Chart of accounts. Enter a 3-digit General Ledger ('GL') code on the account that is missing (see below). In Practice Management, go to Admin > Accounting and click Refresh data.
Error	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 Actionstep Support and request for your Xero token to be refreshed. You should then be able to reconnect to Xero once the token has been refreshed.
Error	Error: XERO API Exception Detected: #1: The invoice you are trying to allocate to has already been paid off
Explanation	This usually means that the credit note in Xero has already been posted or the invoice itself has been paid in Xero.
Solution	Select Remove & redo in  Xero for the invoice payment or Credit note and then you can repost the credit note from Practice Management.
Error	Error: Xero V2: Failed to renew token.
Explanation	The Xero integration in Actionstep was unable to establish a connection.
Solution	Reconnect Xero in by selecting Xero at the bottom of the page and select Reconnect.
Error	Error: Access Denied to the requested resource
Explanation	Access is denied for the integration between and Xero
Solution	With Practice Pro + Accounting systems, the Actionstep built-in Accounting function must be set up before you can integrate with Xero and map the accounts.

Updated May 26, 2026 22:08