Common Xero error messages include:

  • Overpayments not synced

  • Xero connection has expired

  • The document cannot be edited as it has a payment or credit note allocated to it

  • You have reached the limit of invoices you can approve

  • The document date cannot be before the end of year lock date

  • Invoice number must be unique


Overpayments not synced

Error

When an invoice is paid in Xero using an overpayment (credit), Xero does not provide this information to Splose, which means the invoice can not be marked as paid.

How to fix it

You need to create a credit in Splose to manually reconcile the invoice as paid.

1. If the credit you applied in Xero was not created in Splose, then go to Payments, Add a new payment and enter the amount. Do not assign the payment to the invoice so that the payment becomes a credit in Splose. Uncheck "Sync credit to Xero" and click "Add".

2. Go to the invoice and under Pay, click "Pay with credits". Enter the total amount and uncheck "Sync credit allocation to Xero".

3. The credit will be allocated to the invoice in Xero. The last step is to click "Mark as fixed" on the Xero status card.

The invoice will now be displayed as synced.


Xero connection has expired

Error

An invoice fails because the connection to Xero has expired or your organisation is on Cashbook and Ledger plan.

How to fix it

If your Xero account gets disconnected in Xero or in Splose, you will need to go back to settings. If your organisation is on Cashbook and Ledger plan, please upgrade your plan or contact your accountant or bookkeeper.


The document date cannot be before the period lock date

Error

This means your accounts (in your organisation’s chart of accounts) or system accounts (set by Xero) are locked in Xero.

How to fix it

Accounts are typically set up by your accountant, so it's worth double-checking with them. Otherwise, you can remove the lock dates. Then click Retry on failed invoices.


The document date cannot be before the end of year lock date

Error

The lock date is set before the end of year lock date and Xero will not allow you to add or edit any invoices in Xero earlier than the lock date.

How to fix it

Change or remove the lock date in Xero and then retry syncing your invoices in Splose, or change the invoice date in Splose. Read more on the Xero help site.


This document cannot be edited as it has a payment or credit note allocated to it

Error

This error occurs when an invoice has already been paid or partially paid in Xero, and you then edit the invoice in Splose.

How to fix it

Update the invoice in Xero or delete the invoices in Splose and Xero and record the payment correctly during the first attempt.


Invoice number must be unique

Error

This error occurs when you try to create an invoice where an invoice with the same number already exists in Xero.

How to fix it

Edit the invoice in Xero and change the invoice Reference number and Invoice number to something random and unique, for example, if the invoice is INV-0002, change both the Reference number and Invoice number in Xero to INV-XXX2. Then, delete this invoice in Xero. Go back to Splose, and Retry syncing. This will successfully create the new invoice in Xero.


Having trouble finding the invoice number in Xero?

The invoice in Xero may be voided or deleted. To check, go to Business, then Invoices and click the search button.

Select the include deleted & voided checkbox and click search.

You will see any voided and deleted invoices here.

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