Correcting Accounting Errors in the Xero Integration

In this article:

• Fixing an Accounting Error
• Best Practice Scenarios

Once the link between Actionstep and Xero is established, any invoice or payment created in Actionstep will be pushed to Xero. 

Actionstep and Xero maintain this transaction link, and Actionstep prevents users from making changes to it. Because of this, if you do need to make changes (perhaps because you created the transaction in error), you will need to unlink the transaction from Xero as part of the process of correcting the issue. 

Fixing an Accounting Error

To do this:

1. In Actionstep, go to Admin > Integrations. The Integrations page appears.
2. Click Manage next to the Xero option. The Accounting page appears.
3. Select the type of transaction you want to unlink. Your options include Sales Invoices, Payments, Bank Transactions, and Credit Notes.
   
4. On the page that appears, select the checkbox for the transaction you want to unlink and click Unlink from Xero. Then confirm the action.
   

Best Practice Scenarios

The following describes some typical scenarios and make high-level recommendations for fixing the issue. 

If you need to edit/delete a payment:

1. Delete the payment in Xero.
2. Unlink the Payment.
3. Delete or Edit (and Resave) the Payment in Actionstep.

Payments which are edited and reposted will be recreated in Xero assuming that the invoice that is being paid is still linked. 

If you need to edit/delete an invoice:

1. Delete the invoice and any associated payments in Xero.
2. Unlink the Invoice and any associated payments in Actionstep.
3. Delete any associated payment in Actionstep.
4. Revert the invoice in Actionstep to Draft status.
5. Delete or edit and repost the invoice in Actionstep.
6. If applicable, create a new invoice payment in Actionstep.