Understanding Xero Error Messages in Tradify

Learn more about Xero error messages in Tradify, what they mean and how to resolve these issues.  

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Find your error below. If your error message isn't here, please check out Contacting Tradify Support.

Common Xero error messages you may see in Tradify

Account code 'XYZ' does not exist or cannot be applied to items.

Error Message: Houston, we have a problem. Bill XXXXXX can't be sent to Xero because of the following errors: Account code 'XYZ' does not exist or cannot be applied to items.

Solution: Use Reset to Draft in the Bill Options menu to reset this bill back to draft. Fix the incorrect account code on each line item or price list item, approve the bill and resend to Xero.

 

The contact with the specified contact details has been archived.

Error Message: Houston, we have a problem. Invoice Draft can't be sent to Xero for the following reasons: The contact with the specified contact details has been archived.

Solution: The contact must be un-archived before creating new invoices or credit notes. The existing contact with name 'xyz' cannot be updated to use new name 'yxz'. There is an existing contact with that name. The contact may have been archived in Xero and until the contact is re-activated, we can't post anything over (for that contact).

 

Email address must be valid

Error Message: Houston, we have a problem. Invoice Draft can't be sent to Xero because of the following errors: Email address must be valid.

Solution: The email address associated with the customer/supplier (of the invoice, purchase order or bill) must be in a valid format.

 

The TaxType code 'OUTPUT' cannot be used with account code 'xyz'.

Error Message: Houston, we have a problem. Invoice Draft can't be sent to Xero because of the following errors: The TaxType code 'OUTPUT' cannot be used with account code 'xyz'.

Solution: The Account type in Xero is incorrect for the account in Tradify. For example, the account has been set up as a liability account in Xero, yet needs to be an Expense/Cost of Sales or Direct Cost Account Type.

 

The TaxType code 'INPUT' cannot be used with account code 'xyz'.

Error Message: Houston, we have a problem. Invoice Draft can't be sent to Xero because of the following errors: The TaxType code 'INPUT' cannot be used with account code 'xyz'.

Solution: The Account type in Xero is incorrect for the account in Tradify. i.e. account has been set up as an Expense account in Xero, yet needs to be a Sales or Revenue Account Type.

 

Invoice not of valid status for modification. This document cannot be edited as it has a payment or credit note allocated to it.

Error Message: Houston, we have a problem. Bill 'xyz' can't be sent to Xero because of the following errors: Invoice not of valid status for modification. This document cannot be edited as it has a payment or credit note allocated to it.

Solution: This occurs when an invoice with the same invoice number already exists in Xero (it may even be voided in Xero). This applies to both BIlls and Invoices (this can cross over between the two also). The invoice cannot be sent to Xero as there is a duplicate invoice number. You'll need to copy this invoice and re-send the new invoice. 

 

Fix the incorrect account code on each line item or price list item, approve the Bill and resend to Xero. 

Error Message: Houston, we have a problem. Bill XXXXXX can't be sent to Xero because of the following errors: Fix the incorrect account code on each line item or price list item, approve the Bill and resend to Xero. 

Solution: An account code associated to either the line item on the invoice or the default price list item (of the item on the invoice) isn't entered correctly. Ensure the code for each line item is entered in correctly. 

 

Line Item 1 Income Account. UID: Income Account is required.

Error Message: Houston, we have a problem. Invoice Draft can't be sent to Xero because of the following errors: Line Item 1 IncomeAccount. UID: Income Account is required.

Solution: Add the missing account code on each line item, payment, price list item or billing rate, approve the invoice and resend it to Xero. 

 

Line Item 5 Selling Unit Of Measure: Maximum allowed characters for Selling Unit Of Measure is 5.

Error Message: Houston, we have a problem. Invoice Draft can't be sent to Xero because of the following errors: Line Item 5 SellingUnitOfMeasure: Maximum allowed characters for SellingUnitOfMeasure is 5.

Solution: There is a character limit of 5 on Selling Units of Measure. One of the items on the invoice has a UOM that exceeds 5 characters. To fix this, you need to check every item's default setup to find which one has the exceeded character limit.

 

You have reached the limit of invoices you can approve

Error Message: Houston, we have a problem. You have reached the limit of invoices you can approve.

Solution: Your Xero plan may have a limit. You may need to upgrade to a plan that allows you to process more documents. For example, a Xero Starter plan only processes 20 approved invoices. Check out Xero's pricing information for more info.

 

Payments can only be made to Authorised documents

Error Message: Houston, we have a problem. Payments can only be made to Authorised documents

Solution: In Xero, Payments are only able to be applied against Invoices that are in the Authorised state (e.g. new Payments cannot be made against Bills in Xero that are already Paid, or against Draft Bills). Ensure your documents are approved in Xero before sending a payment across. 

 

Invoice not of valid status for modification

Error Message: Houston, we have a problem. Invoice not of valid status for modification.

Solution: As this error is caused when there's a duplicate invoice, bill number, or reference that already exists within Xero — you'll need to go into the Bill within Tradify. Select Options, then Copy Bill and assign this bill to a new number that doesn't already exist within Xero.

 

Integration issues

You may find some issues when you're trying to synchronise information between Xero and Tradify. Check out some of the errors below for more help.

Invoice lines count mismatch

There’s a problem trying to create an invoice line in Tradify that existed in Xero, or, there was an invoice line in Tradify that wasn’t sent to Xero. 

To fix, the invoice will need to be re-sent to Xero from Tradify,

  • For a Draft invoice, click the Approve button on the invoice screen. 
  • For an Approved invoice, click the Options menu, then click Reset to Draft. Once the invoice is in a Draft state, make any necessary changes, then click the Approve button.
  • For an Approved invoice that has already been sent to Xero and a payment hasn’t been made, click the Options menu, then click the Edit. Once in edit mode, make any necessary changes, then click the Save button.

Important: We recommend you check that the Tradify version is up-to-date before resending to Xero.


Payments count mismatch

There’s a problem trying to create a payment in Tradify that existed in Xero, or, there was a payment in Tradify that wasn’t sent to Xero. 

To fix, the invoice will need to be re-sent to Xero from Tradify,

  • For a Draft invoice, click the Approve button on the invoice screen. 
  • For an Approved invoice, click the Options menu, then click Reset to Draft. Once the invoice is in a Draft state, make any necessary changes, then click the Approve button.
  • For an Approved invoice that has already been sent to Xero and a payment hasn’t been made, click the Options menu, then click the Edit. Once in edit mode, make any necessary changes, then click the Save button.

Important: We recommend you check that the Tradify version is up-to-date before resending to Xero.


Credit notes count mismatch

There was a problem trying to create a credit note in Tradify that existed in Xero, or, there was a credit note in Tradify that wasn’t sent to Xero.

To fix, the invoice will need to be re-sent to Xero from Tradify,

  • For a Draft invoice, click the Approve button on the invoice screen. 
  • For an Approved invoice, click the Options menu, then click Reset to Draft. Once the invoice is in a Draft state, make any necessary changes, then click the Approve button.
  • For an Approved invoice that has already been sent to Xero and a payment hasn’t been made, click the Options menu, then click the Edit. Once in edit mode, make any necessary changes, then click the Save button.

Important: We recommend you check that the Tradify version is up-to-date before resending to Xero.


Invoice lines amount mismatch

There was a mismatch with invoice line amounts in Tradify compared to Xero. This mismatch could be tax-related or rounding related. 


To fix, the invoice will need to be re-sent to Xero from Tradify,

  • For a Draft invoice, click the Approve button on the invoice screen. 
  • For an Approved invoice, click the Options menu, then click Reset to Draft. Once the invoice is in a Draft state, make any necessary changes, then click the Approve button.
  • For an Approved invoice that has already been sent to Xero and a payment hasn’t been made, click the Options menu, then click the Edit. Once in edit mode, make any necessary changes, then click the Save button.

Important: We recommend you check that the Tradify version is up-to-date before resending to Xero.


Payments total amount mismatch

There was a mismatch with Payment amounts in Tradify compared to Xero. This mismatch could be tax-related or rounding related. 

To fix, delete the payment in Tradify, then re-add payment and resend to Xero.
Note: Make sure each line item amount and tax are up-to-date.


Retrieved payments number mismatch

The total amount of detailed payments number retrieved doesn't match from the retrieved number of non-detailed payments invoice

To fix, delete payment in Tradify, re-add payment in Tradify then resend to Xero.


Invoice due mismatch

There was a mismatch between Remaining/Due amounts in Tradify compared to Xero. This mismatch could be tax-related or rounding related, or a payment or a deduction is missing. 

To fix, the invoice will need to be re-sent to Xero from Tradify,

  • For a Draft invoice, click the Approve button on the invoice screen. 
  • For an Approved invoice, click the Options menu, then click Reset to Draft. Once the invoice is in a Draft state, make any necessary changes, then click the Approve button.
  • For an Approved invoice that has already been sent to Xero and a payment hasn’t been made, click the Options menu, then click the Edit. Once in edit mode, make any necessary changes, then click the Save button.

Important: We recommend you check that the Tradify version is up-to-date before resending to Xero.


Currency mismatch

The currency selected in Tradify is not the same as the one selected in Xero. 

To fix, the currency in both Tradify and Xero need to match, this can be achieved by changing the invoice currency in Xero to match the one in Tradify.


Invoice lines tax total mismatch

There was a mismatch with Tax totals in Tradify compared to Xero. This mismatch could be tax-configuration related or rounding related. 

To fix, make the tax-configuration match in both Tradify and Xero. Once corrected, the invoice will need to be re-sent to Xero from Tradify, 

  • For a Draft invoice, click the Approve button on the invoice screen. 
  • For an Approved invoice, click the Options menu, then click Reset to Draft. Once the invoice is in a Draft state, make any necessary changes, then click the Approve button.
  • For an Approved invoice that has already been sent to Xero and a payment hasn’t been made, click the Options menu, then click the Edit. Once in edit mode, make any necessary changes, then click the Save button.

Important: We recommend you check that the Tradify version is up-to-date before resending to Xero.


Invoice credit total mismatch

There was a mismatch with credit note amounts in Tradify compared to Xero. This mismatch could be tax-related or rounding related. 

To fix, log into Xero, then redo all the credit notes for this invoice.


Retrieved payment with no account

There was payment in Xero that didn't have an account selected. 

To fix, log in to Xero and redo the payment. Then, select an account for the payment.

 

 

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