Common issues with Xero accounting link
This advice looks at the most common issues or messages seen during accounting exports to Xero, and how to resolve them.
Error: Account number X missing
When exporting, Retailer will check that all Xero codes have been setup. If you have added anything that needs a code since last export, it will show this error.
Check with others in the store as well, for things like a new Department was added, or a new Write Off reason added, or a new No Sale reason was added.
To fix this, take note of the message, click on Setup Acc. Link and then enter the missing account code.
For Setup Xero information click HEREError: You have set your Accounting Program as being on Terminal X
The accounting export setup will have one terminal selected as the export terminal.
Usually it is better to use the same terminal for exporting to Xero, as some files are saving locally and if they are spread over different computers if can be hard to find. To change the computer you are using to export click on Setup Acc. Link on the top left. Next to Terminal ID, select the current computer you are using to export.
Error: Account type is invalid for making a payment to/from
Any accounting code that Retailer is set to make payments to (usually clearing accounts), in Xero, needs to have the option ticked to enable payments.
For Xero advice for enabling this option click HERE
Error: Invoice not of valid status for modification
When exporting to Xero, if the file export seems to stop and it indicates on the web page that certain supplier invoices failed with the message 'Invoice not of valid status for modification', this usually means that the particular supplier invoice number is already in Xero.
When supplier invoices are entered to Xero, and confirmed, they cannot be modified or added to. So exporting the same invoice number into Xero will not work.
This can happen if an invoice was entered one day, and then the end of shift done, and the accounting data exported, then the invoice was edited and changed on another day. The second day will try to export the same invoice number with the changes.
If an invoice is not finalised, then it should be marked 'Pending'. This locks the invoice so it doesn't export to Xero until it's ready.
During Invoice Arrival, the tick option for 'Pending' is just under the dates.
The other possibility is that the invoice has been entered manually to Xero, and so it cannot be imported again.
In either case, if there are changes meant for this invoice, they will need to be entered manually to Xero. Consult your book keeper or accountant on how to do that.
If the invoice number is definitely not in Xero, you can try importing the file manually again.
Click HERE for more information on how to manually import the file.
If the invoice number is not in Xero and it still doesn't import, contact Tower Support.
Error: The document date cannot be before the end of year lock date, currently set at dd-mm-yyyy
This message will appear if a supplier invoice (Bills file) has been dated too early (for a date previous to Xero locking in the end of financial year), and it will be blocked from importing. This end of financial year date will be shown in the message.
Generally, this only happens if the arrival and invoice date has been incorrectly entered for the invoice in Retailer. This can be changed and corrected through Invoice Arrivals using the Utilities.
For more information about Invoice Arrival Utilities, click HERE.
After correcting it, contact Tower Support to get the invoices reset to re-export.
Sales import missing payments
If a sales file for a given day has imported, but there are takings not applied (no payments on the sales invoice in Xero), this may be due to takings going over as a negative. Commonly, this happens to cash (but can happen to any payment type) because that was paid out to a customer for winnings or refunds but there was no record/process of the cash going into the till.
Generally speaking, a till balance should never go below zero, because it's not possible to give out cash / change if you run out of money. A No Sale transaction should have been done to indicate the amount of money entering the till, before the refund or payout.
For more information on how to do No sales, click HERE.
If the End of Day has been done, it's now too late to change that. The payments/takings for the day will need to be manually entered in Xero against the relevant sales invoice.
Missing export
If you are missing an export for a day here are some of the causes:
- No end of shift was successfully completed that day - If, for any reason, an end of shift wasn't completed, the sales for that day will be combined with the export for the next day. You can check this on the Accounting Entries report that you see when you export, it will show the date period for the export at the top.
To find this on the computer that you do the exports on, click on Reports > Restore archived reports > Explorer.
Double click on Accounting.
The date will be in the filename. E.g. Accounting_Entries_20220718111520.pdf - the number is YYYYMMDD so this file is 2022/07/18. - There was an error during the upload - If there was any reason the export was started but didn't make it to Xero, you can manually upload the file.
The export for a previous date/day cannot be rolled back or reversed to be done again, but the file will usually be saved on the computer that attempted the export.
You can check if the Accounting Link module is enabled for your account by clicking on Help > Register from the main screen of Retailer. If the Accounting Link module is not ticked then you can email support@towersystems.com.au and request for this module to be enabled on your account. The team will let you know once it's been activated and you can restart Retailer for it to pick up the new module.
Related Articles
Xero Link Integration Setup
Before Setting Up Xero Integration Before following the steps below, you need to meet the following requirements: An active account with Xero. Visit the Xero website for more information: https://www.xero.com An active Tower Advantage Support ...Xero Link Integration With Retailer
What is Xero? Xero is a cloud based accounting package. We use it ourselves in our own retail shops. xero is easy to use. We have migrated from MYOB and have previously had experience with Quicken. So, Xero is a full function accounting system ...Exporting Data to Xero
Before exporting data from Retailer to Xero, a number of areas need to be set up first. Click HERE to learn more about the set up process for Xero integration. Exporting Accounting Data From Retailer Once the End of Shift routine is transferred from ...Verifying / Reconciling Xero link export
The easiest way to reconcile is using the Exported Accounting Entries report that is produced when exporting to Xero. The values on this report should match the sales invoice in Xero. Note: some values with GST will display as ex-GST in Xero. To ...EzyLink Setup
Retailer has the ability to integrate with various accounting packages including MYOB, QuickBooks and Reckon using a third-party software program called EzyLink from OzBiz. Before Using Accounting Link / OzBiz Contact OzBiz Solutions (02 6568 9399) ...