Xero is a great tool used to help organize your accounting details and Optix invoices. Once installed, the integration works to sync your users' invoices to your Xero organization. If Optix detects an error, your invoice will be tagged with ‘Xero-error’. All other successfully synced invoices will be tagged as ‘Xero-sync’.

To resolve any “Xero-error' invoices, you’ll first need to refer to the invoice’s transaction history. Select an invoice and you’ll find the transaction history at the bottom of the page if at least one attempt has been logged.

The Optix Team has identified a few error codes from Xero, and have included steps to resolve said errors below:

Error Code

Explanation

Solution

“Cannot sync invoices with removed payments/credits”

Xero does not allow alterations to paid invoices from within Optix.

Nothing can be done to sync this invoice properly

“Cannot unvoid invoices in Xero”

Xero does not have the capabilities to restore a voided invoice.

Nothing can be done to sync this invoice properly

“Cannot create voided invoices in Xero”

Xero cannot map void Optix invoices into your organization.

Nothing can be done to sync this invoice properly

“API Limit has been reached”

Xero syncs Optix invoices into your account at a certain rate. If there are a large number of invoices syncing at once (perhaps on a billing day), Xero may not be able to process every invoice.

Optix will try to resync the invoice on your behalf. If the invoice has yet to automatically sync, you can manually resync the invoice.

“Error saving contact. There is another contact using the same name/email, please check Xero contact […]”

Xero only allows one contact per name;
Optix only allows one contact per email address.

If an individual has a personal Optix account and is also a team admin (and invoices are sent to the same email address), Optix will not be able to properly create a new contact for the team in Xero.

Change the team’s email address in Optix, and ensure the updated email address does not already exist in your Xero organization.




“Error saving contact. Please restore the archived Xero contact […]”

If your Optix user has an existing Xero contact affiliated with their email address (active or archived), Optix will not be able to map the Xero contact to this user.

Example: Adding back a deleted user to Optix using the same email address, or attempting to create an Optix user for an archived Xero contact.

Go into your Xero organization and either:

a) change the email address affiliated
with the previous user’s contact, or

b) restore the contact

This way, when manually re-syncing, a new Xero contact can be created for the current user.


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