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Find below the most common export errors/warnings and the necessary actions to solve them:

Warning: No Matching Attribute To for <User>

Error: Account Code is not a Valid Code for this Document

Error: You need to specify a Xero Consumer Key on the Vendor details to Export Directly to Xero

Error: Invoice not of Valid Status for Modification

Error: The Quantity Value is Invalid

Error: Item Code <Product Code> is not Valid

Error: Invoice Could Not Be Found

Error: Account Could Not Be Found

Error: Payments Can Only Be Made Against Authorised Documents

Error: Payment Amount Exceeds the Amount Outstanding on this Document

Error: You Cannot Make a Payment Against More Than One Document

Warning: No Matching 'Attribute To' for <User>

Issue

What should I do when the export fails because the 'Attribute To' value is not matching for a specific user?

Reason

In Gensolve Practice Manager, exported items will be linked to the user in charge of making these transactions. This warning message will be displayed if the user(s) have not been added to Xero.

Solution

You will need to add the user(s) to Xero under a new Tracking Category.

For more information see Tracking Items in Xero and 'Attribute To' Settings  

 

Error: Account Code is not a Valid Code for this Document

Issue

What should I do when an export fails due to an Invalid Account Code?

Reason

In Gensolve Practice Manager, each item has a specific ledger associated to. This ledger code has to be mapped with its corresponding ledger in Xero.

Solution

Follow the steps described in Configure Chart of Accounts in GPM in order to match the ledgers with the Chart of Accounts in Xero.

If a charge have been already used on an appointment before you set the ledgers, it won't be linked to the ledger on the service/product charge.
Follow the steps shown in Apply Item Ledgers in GPM in order to apply all ledger changes.

 

You need to specify a Xero Consumer Key on the Vendor details to Export Directly to Xero

Issue

What should I do when an export fails because a Xero Consumer Key is needed?

Reason

In order to be able to export items, you will need to have a Consumer Key, which needs to be entered in the Vendor details.

Solution

Follow the steps described in Configure your Organisation in Xero and Configure Vendor Settings in GPM in order to obtain and use your Consumer Key correctly.

 

Error: Invoice not of Valid Status for Modification

Issue

What should I do when an export fails due to an invalid status for an invoice?

Reason

You can modify each item (invoice/expense) from within GPM and then re-export it to your Xero account.
However, if the item is approved in Xero, you will not be able to re-export it and you will get an error message if you are attempting to do this.  

Solution

The approval of an item cannot be reversed. If an item is set as approved by mistake, you might consider voiding this invoice in Xero and recreate it (from GPM or Xero).

Note: Please note that you cannot 'unvoid' items either.

 

Error: The Quantity Value is Invalid.

Issue

What should I do when an export fails due to an invalid quantity value?

Reason

Negative amounts are limited in Xero. For that reason, you will need to manually record the refund within Xero.

Solution

If you are trying to refund an existing payment for an appointment and export it to Xero, you will need to manually credit the appointment then record a refund against it from within Xero

The reason is that Xero will not let you change the invoice back to $0 once it has been approved.

 

Error: Item Code <Product_Code> is not valid

Issue

What should I do when an export fails due to an invalid item code?

Reason

Once you have configured the products in GPM, you will need to import them to your Xero Account in order for the export to succeed.

Solution

Follow the steps shown in Import Products to Xero to export your products from GPM into your Xero Account.

Note: The error message will show the Product Code instead of the Product Name.

 

Error: Invoice Could Not Be Found

Issue

What should I do when a payment export fails because the invoice could not be found?

Reason

In Xero, you will not be able to import payments unless the invoice related to the payment is exported and approved into Xero.

Solution

Follow the steps shown in View Payments in Xero to export your invoices from GPM into your Xero Account.

 

Error: Account Could Not Be Found

Issue

What should I do when a payment export fails because an account could not be found?

Reason

In Gensolve Practice Manager, each item is associated with a ledger. This ledger code has to be mapped with a code in Xero.

Solution

Follow the steps described in Configure Chart of Accounts in GPM in order to match the ledgers with the Chart of Accounts in Xero.

If a charge has already been used on an appointment before you set the ledger, it will not be linked to the ledger on the service/product charge.
Follow the steps shown in Apply Item Ledgers in GPM in order to apply all ledger changes.

 

Error: Payments Can Only be Made Against Authorised Documents

Issue

What should I do when an export fails due to an Non authorised document?

Reason

All items (related to payments) awaiting approval  will need to be approved first in Xero in order to complete the export of the respective payments from GPM.

Solution

  1. Go to you Xero Account
  2. Locate the corresponding item related to the payment you want to export (under Awaiting Approval tab) and click on it
  3. Click on Approve
  4. Go back to GPM and export the payment again.

Note: Within Xero, the approval of an item cannot be reversed.

 

Error: Payment Amount Exceeds the Amount Outstanding on this Document

Issue

What should I do when an export fails because the Payment Amount Exceeds the amount Outstanding on the document?

Reason

In Xero, payments cannot be re-imported as this will cause an error as shown above.

Solution

When a payment is exported, it is not possible to export it again. In this case you might consider voiding this payment in Xero and recreate it (from GPM or Xero).

Note: Please note that you cannot 'unvoid' items either.

 

Error: You Cannot Make a Payment Against More Than One Document

Issue

What should I do when an export fails because a Payment cannot be made against more than one document?

Reason

The invoice related to the payment have not been exported or not yet approved in Xero.

Solution

Make sure the item being paid has been imported and approved in Xero.

Note: For more information see: View Payments in Xero

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