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.
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 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 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. |
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.
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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.
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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 Actionstep. |
Error | 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 page and select Reconnect.![]() |
Error | Error: Access Denied to the requested resource |
Explanation | Access is denied for the integration between Actionstep and Xero |
Solution | The 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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