Common issues with Xero accounting link

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.
InfoFor Setup Xero information click HERE

Error: 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.

Info
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.
Info
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.
Info
For more information about Invoice Arrival Utilities, click HERE.
After correcting it, contact Tower Support to get the invoices reset to re-export.

Missing export

If you are missing an export for a day here are some of the causes:
  1. 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.

  2. 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.
Info
Click HERE for steps to manually upload the file

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.

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