This advice looks at the most common issues or messages seen during accounting exports to Xero, and how to resolve them.
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.
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.