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.
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:
Same Earning Pay Item exists as Active and Inactive. When you inactivate a Pay Item make sure to chnage the name to something different if a new one will be create dwith the same name. Example: Ordinary Hours OLD for the inactive Earning rate and Ordinary Hours for the new one.
To check inactive Earning Pay Items select the 'Show inactive items'. If you see a duplicate one → Activate it → Change name → Inactivate it again.
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
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.
There is also a manual import that can be triggered with the IMPORT button on the Xero Integration screen, if you cannot wait fort he automated task to execute.