Troubleshooting Xero Error Messages

Modified on Fri, 1 Aug at 4:34 PM

When making adjustments to transactions that have already been posted to Xero through Actionstep, 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 Actionstep 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.


ErrorFailed 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.
ExplanationTypically, 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.
SolutionChange the reference number of the (supplier) invoice in Actionstep, which will then trigger Xero to create an entirely new record. 

ErrorFailed 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.
ExplanationThis 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 this is the case, revert those changes, then try to process the changes from within Actionstep.

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 Actionstep and Xero for the invoice in question (see Correcting Accounting Errors in the Xero Integration), and then revert the Actionstep 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.
ExplanationThis indicates that the Xero access token has been manually revoked.
SolutionClick 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.

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

ErrorError: 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.

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

Error

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

ExplanationThis 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
ExplanationThis usually means that the credit note in Xero has already been posted or the invoice itself has been paid in Xero.
SolutionSelect Remove & redo in  Xero for the invoice payment or Credit note and then you can repost the credit note from Actionstep.

ErrorError: Xero V2: Failed to renew token.
ExplanationThe Xero integration in Actionstep was unable to establish a connection
SolutionReconnect Xero in Actionstep by selecting Xero at the bottom of the page and select Reconnect.

Error
Error: Access Denied to the requested resource
ExplanationAccess is denied for the integration between Actionstep and Xero
SolutionThe GL 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.

 

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