Xero export error messages
Account code '200'/'400' does not exist or cannot be applied to Items.
The Xero error "Account code {code} does not exist" generally means the specified account code is either not in the chart of accounts, has been deleted, or is a system account that cannot be used for general journal entries. To resolve this, ensure the account exists in the chart of accounts in Xero and isn't archived or deleted.
This invoice is locked by Xero because it has an invalid status for modification.
Resolution:
This error appears when there's an FI invoice with same number that is already voided in Xero.
In addition to the invoice being voided in Xero, there are few other cases as follows where Invoice gets locked by Xero and error 'Invoice is locked by Xero....' appears when you are re-exporting invoice:
1) Invoice is Approved in FI and synced to Xero
2) Invoice is Approved in Xero after sync
The link 'Xero Invoice' next to 'Xero export error' (refer image) indicates that Invoice was successfully exported to Xero once, and you are re-exporting.
Any attempt to re-export an invoice already locked by Xero triggers the error message, irrespective of whether invoice data has been changed or not.
If you need to add service/product items to an approved invoice, solution is to create a copy of FI Invoice and export the copy to Xero after voiding the original invoice.
If you want to export payments to Xero then either export the invoice only once with the payment applied, or export the invoice in draft status
then approve in FieldInsight and add the payment
then export the invoice to Xero with the payment applied
"Xero is not authorized"
Resolution:
Click ‘Authorize’ link in the error message & re-login to Xero. It is important to note that for you to be able to authorize the integration, you must have at least a Standard or Advisor role in Xero.
'The document DueDate field must be specified'
Resolution:
Ensure that the invoice being exported to Xero has a Due Date.
'One or more line items must be specified'
Resolution:
A blank invoice without any billable item cannot be exported to Xero. At least one billable line item for service/product must be there in the invoice.
'Payments can only be made against Authorised documents'
Resolution:
Click 'Approve' button on FieldInsight invoice page after adding payment and then export the invoice to Xero.
[Note: Export of invoice with payment can only be done once, as Xero does not allow re-export if there's Payment data against an invoice.]
'Item code 'XYZ' is not valid'
To resolve check you account settings in Settings - Integrations - Xero settings, in the popup check that all your accounts are correctly linked to the chart of accounts in Xero
My Invoices are not exported to draft status in Xero
Open Settings - Add-ons and click on the Edit settings buttons next to Xero. In the Document section check Always sync invoices to DRAFT.
Changes to items are not updated in Xero
When I make changes to the items on an approved invoice in FieldInsight and click export the changes are not added to the invoice in Xero - this is because Approved invoices are locked in Xero and cannot be modified
The existing contact with name ‘N1’ cannot be updated to use new name ‘N2’. There is an existing contact with that name.
OR
Another contact has this contact number. Please enter a different contact number.
Resolution:
These errors occur when a contact's name is changed in FieldInsight and you attempt to export an invoice linked to that contact into Xero. To resolve this, revert the contact name in FieldInsight to match the original name used in Xero.
Alternate Workaround:
If reverting the contact name is not feasible, follow these steps:
Create a temporary customer in FieldInsight named "Test Customer for Xero Sync" (or "Test Account-Customer for Xero Sync").
Update the invoice in FieldInsight to use this temporary customer.
Export the invoice to Xero.
After the export, update the customer back to the original in both FieldInsight and Xero.
Note: A completely new customer profile named "Test Customer for Xero Sync" must be created in FieldInsight for this workaround to function properly.
For MYOB troubleshooting, see: