Errors:
“Customer 'xxxx' does not have a Xero ID.”
Solution:
Make sure the company has the same value in the Workbench Company AR Account field and in the Xero client Account# field. Once they are both the same (check for hidden extra spaces), you can try to export again.
AR Account is the AR linking code to the financial system, and is required for companies marked as a Client.
AP Account is the AP linking code to the financial system, and is required for companies marked as a Supplier.
“The TaxType code … does not exist or cannot be used for this type of transaction.”
Solution:
The Export Code on the relevant GST Type must be a valid Tax Type in Xero (see Tax Types in Xero Documentation). This happens when one of the invoice lines does not have a valid tax type.
Payroll Calendar 'Fortnightly Calendar' is not found in Xero or Start Date is not defined.
Payroll Calendar 'xxxxxxx' is not found in Xero or Start Date is not defined.
Solution:
Workbench searches by default for a Payroll Calendar with the default names that come with the Xero database: Fortnightly Calendar for a Fortnighly pay period.
Weekly Calendar for a weekly pay period.
If any custom Pay Calendar is created with different Calendar Name, this Calendar Name must be set on Workbench Working Week table, on the CalendarName column using Scaffold access. Otherwise an error will be returned by Xero: Payroll Calendar 'Fortnightly Calendar' is not found in Xero or Start Date is not defined.
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Earnings Rate 7519f7b5-c712-47a0-9962-e3b319e51b32 does not exist or is not valid for timesheets.
Solution:
This error could come up for several different reasons:
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The Earnings Pay Item configuration is not correct. Even if it is an allowance it “must be configured like this:
Rate = Rate per Unit
Type of units = Hours
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Typo or extra spaces: The names must match exactly. Sometimes to the human eye they look the same but there could be extra spaces or a typo. Copy the Earnings Name from Xero and paste on Workbench Parroll Code. DO NOT TYPE IT, to avoid errors.
An existing contact could not be found using the specified contact details. The contact name field is required to create a new contact.
Solution: This means that the Supplier in Workbench has an ExternalID populated, but the corresponding Contact can’t be found in the Xero Tennant the current export is going to. This happens when invoices for this Supplier have previously been exported to another Xero Tennant, and connected to a Contact in that Tennant.
To fix it: Clear the ExternalID value of the relevant Company/Supplier in Scaffold, then try again. The integration will then try to re-populate the ExternalID with the matching Contact from the Xero Tennant this export is going to.
Note: a Supplier in Workbench can only be connected to a Contact in 1 Xero Tennant.
Xero does not support negative AR Invoices
Solution:
Process these as AR Credits instead.
Some financial systems do not accept negative AR invoices, in these cases, the control parameter 'Batch Negative Claims as Credits' can be set to Yes, so any Negative AR invoice or Negative Claim is automatically batched as a Credit Note so it can be successfully exported. This will mean that on the Claims tab on the Contract, these negative invoices will be called Credits when batched in Credit Batches.
There is also a utility called ‘'wbUtilityRebatchNegativeInvoices’', which transfers any negative invoices from an AR Invoice batch (FROM Batch) into a credit batch (TO Batch). If the control parameter mentioned above is enabled, there shouldn’t be a need to use this utility.
Xero API minute rate limit error calling…
Xero has various limits on how many times Workbench can call the Xero API (both as a whole, and for each client). If this message is displayed when exporting, please wait for at most a few minutes, and try the export again.
The error message has been updated to include the following:
Please retry export after {RetryAfter} seconds.
Account must be valid.
Various causes:
GL Account on the line in Workbench is not recognized as valid in Xero.
Fix GL Code on Activity
The Cost Rate on the line is effectively 0 (i.e. Quantity / Line Cost < 0.0001)
Reduce Quantity (to 1?)
Questions:
How do you import a Contact in Xero that is a Supplier and a Client?
Answer:
The integration support a Contact in Xero being either a Supplier or a Client in Workbench, but not both.
If it is both in Xero, it will only be flagged as a Client in Workbench. The workaround solution is to manually flag the Company as a Supplier after it has been imported into Workbench.
How do I disconnect from Xero?
In order to disconnect from Xero, navigate to the Xero Integration V2 screen in Workbench and click Disconnect button. Note: Disconnect button is visible only when you're connected to Xero.
What doesn’t your integration do?
Workbench integration does not automatically configure GL Accounts, Payroll Calendars and other Xero Settings. However we do validate Companies ang GL codes to quickly identify a mismatch between Workbench and Xero.
How do I reconcile sales data synced to Xero?
Workbench creates invoices in Xero in "Authorized" status. How you reconcile in Xero will depend on how you've mapped your "GL account" in Activities screen. Please, talk to our consulting team for more info.
When and how does data sync occur? Is it manual, automatic, on login, in real-time. Are there any settings related to synchronizing?
The Sync process occurs automatically every 1 hour for data coming from Xero to Workbench. All data from Workbench to Xero has to be exported manually from Export Control screen. The GL Mapping has to be configured on Activities screen.
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After successful Authorise of the connection to BC, click on [Test] button. The checkbox Extension Installed will be ticked if the custom extension is installed in BC.  |
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There are no companies updated on or after the Last Update date value in the integration page. Set this date picker to an earlier date to get companies. On first import we recommend setting to year 2000 then Save the form before importing.  |
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Make sure the intended VAT setup is configured in GST/VAT Posting Setup page in BC. When posting AP/AR in BC, GST/VAT Bus. Posting Group is inherited from BC’s Vendor/Customer and Prod. Posting Group is Worbkench’s Export Code if the account in BC does not have it. Note: This could also be triggered when the Vendor’s GST/VAT Bus. Posting Group and the Account’s GST/VAT Prod Posting Group combination does not exists in the GST/VAT Posting Setup  |
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Cause: Blocked GST/VAT Posting combination cannot be used to post documents in BC. Solution: Make sure that the GST Types export codes in WB are in line with BC. Request the client to update Vendor/Customer and Account’s GST Bus. Posting Group to correct value.  |
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Cause: This error is caused by Vendor/Customer setup in BC. The vendor/customer’s payment term code is not found in the list of Payment Terms in BC. Solution: Request the client to update the Vendor/Customer payment term code to a valid value.  |
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Cause: This error is caused by posting to an account in BC that doesn’t have Gen. Posting Type set. Solution: In BC,edit the account and select a value for this field in BC, and re-export the batch.  |
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Cause: The Analysis2 value is not a valid dimension value for Global Dimension 2 in BC. The General Ledger setup global dimension setup should always correspond to the Business Central Integration page dimensions Solution: Update either WB Business Central page dimension 2 setup or BC Gen Ledger global dimension 2 setup.   |
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Cause: Custom Extension v1.18.2.108 or higher is not installed in client’s BC instance and the Change AR Posted Doc No checkbox in BC integration page is ticked (image below). Short Term Solution: Untick the Change AR Posted Doc No checkbox to allow the client to export AR invoices (image below). Long Term Solution: If the client intend to use WB Invoice number as the Doc No in BC, install the latest custom extension in BC instance and tick the Change AR Posted Doc No checkbox in BC integration page (image below)  |
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Cause: Custom Extension v1.18.2.106 or higher is not installed in client’s BC instance and the OnHold field is checked in AP Invoice (image below). Short Term Solution: Untick the OnHold field in AP invoice page to allow the client to export AP invoices (image below). Long Term Solution: If the client intend to tag AP Invoices as OnHold in BC, install the latest custom extension in BC instance.  |
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Cause: The Vendor/Customer setting Prices Including VAT/GST is turned on. Solution: Turn off this setting for the vendor/customer. Search of other vendors/customers with this setting on and turn them off as well to prevent GST issues with those companies as well.
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To make sure that an invoice total amount inclusive of tax/gst exported to Business Central is always the same as in Workbench, the amounts exported from Workbench are inclusive of tax/GST. |
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