CloudPayroll posts bills to Xero every time you confirm your payroll. If there is a problem with a posting to Xero, an email will be sent to the organisation contact and a message posted on the 4. Payroll > Confirm screen in CloudPayroll. The error messages will help you to correct the coding or to reconnect the interface.
Error Messages:
Below are the most common issues that can happen during posting to Xero and steps to solve them.
"Account code 'Missing' is not valid for this document."
You are trying to post a transaction in CloudPayroll to Xero for someone who is missing a cost centre on either their Personal Details or on a transaction. Check the General Ledger Postings report where you can click the 'missing' transaction to see who you need to correct.
"Account Code 'code' is not valid for this document."
You are trying to post a cost centre transaction from CloudPayroll that does not have a corresponding Chart of Account code set up in Xero.
"Invoice not of valid state for modification"
The invoice already exists in Xero and has a payment allocated to it. The client will have already added the invoice (payroll previously confirmed and unconfirmed, therefore the invoice number is used). They could remove the payment or credit note and try again. If they want to void the invoice in Xero, they need to change the number before they void it (EG add a fullstop or A after invoice number in Xero). If the invoice has been voided already - there is nothing they can do, they can't change the number of a voided invoice. Only option here is for the client to manually post the GL transactions to Xero.
"Account code 'code' has been archived, or has been deleted".
The Account Code CloudPayroll is trying to post to in Xero has been archived or deleted.
"Unable to connect to Xero. Check your Xero interface is setup correctly"
Go to Setup > Organisation > Interfaces and disconnect then reconnect your Xero interface in CloudPayroll. Please note: Sometimes it may look like it is connected but the connection has disconnected usually due to a new release.
If the payroll is still at a confirmed Status:
1. Go to Payroll > 4.Confirm.
2. Un-confirm the payroll and fix the error.
3. Confirm the payroll again to try and post to Xero again.
4. To view your entries, go to Reports > Financial > General Ledger Postings.
If the payroll is closed:
To try to repost the bills to Xero again after a failure, go to Reports > History > Payroll History and select the reports button in the last column for the pay period you require the repost bills for. Now below the historical reports for the pay, select the Post Invoices to Xero button.
If this fails, you will need to manually post the invoices in Xero.