Common Xero API Error Messages

Modified on Tue, 10 Dec at 11:17 AM

When sending transactions from WorkGuru to Xero, you may encounter an error message. This is the message that WorkGuru is receiving from Xero with the reason why it can't accept the transaction.

Clicking on the message header will shortcut to this support page of causes and resolutions. The Xero messages are pretty good at describing exactly what the issue is to rectify in WorkGuru.

API Message	Cause	Resolution
The TaxType code 'X' cannot be used with account code 'Y'.	Tax on a line item on that PO is configured as a sales tax code, not a purchase code. Usually "GST on Income" instead of "GST on Expenses"	From the PO's details page in WorkGuru, click Update Invoice Details and update the tax name setting to the correct tax (usually GST on Expenses)
The quantity value '-x.0000' is invalid. Quantity must not be less than zero.	Xero does not accept negative values on PO or Invoices	Raise the transaction as a client or supplier credit note instead, or edit the transaction and ensure the quantity is positive. If wanting to show a discount on the invoice, you can do that with a positive quantity and negative unit amount.
Document not of valid status for modification Credit Note - Invoice, etc.	The document referenced already exists in Xero. It could have already been sent from WorkGuru OR have been sent to Xero by another Xero integration/connection.	Confirm the existing transaction in Xero is the same as in WorkGuru and click Skip Send to Accounting to remove it from the list to send to Xero. If the error occurs repeatedly, ensure the WorkGuru transaction reference number sequence is unique in Xero.
This document cannot be edited as it has a payment or credit note allocated to it.	The PO or Invoice has already been imported into Xero, marked approved and has a payment recorded against it.	Confirm the transaction is in Xero for the same value as WorkGuru. Open the transaction's detail page in WorkGuru and click Skip Send to Accounting to remove it from the list to send to Xero.
Another contact has this contact number. Please enter a different contact number.	More than one contact in Xero has the same phone number - this includes archived contacts within Xero.	Edit the contacts in either Xero or WorkGuru to ensure only every client and/or contact has a unique phone number. If they are legitimately the same, using the area code to make one unique is recommended.
Payment Payment on invoice failed with the following errors: Invoice could not be found	The invoice the payment is applied to has not been successfully imported into Xero yet.	Ensure that all invoices have been sent from WorkGuru to Xero successfully.
Payments can only be made against authorised documents	The invoice the payment is applied to has been imported but not approved in Xero.	Approve the invoice in Xero
Payment amount exceeds the amount outstanding on this document	The payment total does not match the total of the invoice.	Edit the invoice to match the total. Void the invoice in Xero, Queue Resend to Accounting, then delete the invoice WorkGuru. Reissue the Invoice and re-apply the payment.
Additional people cannot be added when the primary person has no email address set.	Client has an email address against its contact but not the Client itself.	Edit the client to enter an address on client email field as well as the contact.
Email address must be valid	Client's email address field does not contain a valid email address format or domain.	Update client email address to the correct format.
Purchase Order failed with the following errors: Could not find purchase order number x \| in returned list.	The PO has been received without a Supplier Invoice Number entered OR the supplier invoice number has been saved with an extra space/ invalid characters.	On the received PO, click Update Invoice Details and enter a Supplier Invoice Number and re-import to Xero.
Journal StockMovement failed with the following errors: Couldn't send the journal to Xero for "mm/dd/yyyy hh:mm:ss". Please check your lock periods and try again.	There is a stock or COGS journal dated within a period/s that have been locked for editing in Xero.	Edit your locking periods in Xero to ensure the periods being sent are not locked.
Xero API error calling CreateTimesheet:{"...", "Message" : "TrackingItemID is required for each timesheet line.", "..." }	Xero tracking categories have been set up to track timesheets.	Disable tracking categories being applied to timesheets in Xero. WorkGuru does not support tracking categories on timesheets. Turn off payroll tracking in Xero in Settings -> Payroll Setting -> Payroll Tracking (set both to none)
XX failed with the following errors: {"Type":null;"Title":"Unauthorized","Status": 401,"Detail":"TokenExpired: token expired at mm/dd/yyyy hh:mm:ss", ...}	The token used to authorise WorkGuru against your Xero account has expired.	Disconnect and reconnect to Xero from the Xero page. Note: you will need advisor-level access in Xero to reconnect.
Errors containing "authentication", "authorisation" or similar. Eg: {"Type":null,"Title":"Forbidden" ,"Status":403,"Detail":"AuthenticationUnsuccessful", ...}	The token used to authorise WorkGuru against your Xero account has expired.	Disconnect and reconnect to Xero from the Xero page. Note: you will need advisor-level access in Xero to reconnect.
An unhandled exception occurred while processing the request. Exception: invalid_grant	The token used to authorise WorkGuru against your Xero account has expired.	Disconnect and reconnect to Xero from the Xero page. Note: you will need advisor-level access in Xero to reconnect.
Xero API 400 error calling CreateTimesheet : {"Message":"Can not create a duplicate timesheet"} Timesheet failed with the following errors:	Xero API has updated the unique id for client matching.	Please contact the WorkGuru API team at [email protected]
Payrun No Valid Payruns open failed with the following errors:	No current draft payrun in Xero.	Create new draft payrun in Xero for the period required.
Xero API 400 error calling CreateTimesheet: {"Id":"86f85dac-bfd2-45c7-948c-b8aa899c6434", "ProviderName":"WorkGuru","ErrorNumber":0,"Type": "ValidationException","Message": "This timesheet already exists, please provide the timesheet ID","Timesheets":null} Timesheet failed with the following errors:	WorkGuru Timesheets have already been submitted to this draft payrun in Xero for this period.	WorkGuru cannot replace/update exisitng timesheets in Xero. If you need to update the timesheets in Xero, the draft timesheets in the Xero payrun need to be deleted before you can re-send from WorkGuru.
Invoice POXXXX \| XXXX failed with the following errors: The date 1/1/0001 is not valid	The PO invoice has been saved without a due date.	Navigate to the PO in WG, click Update Invoice Details, input a date into the Invoice Due Date field and click save.
Invoices Invoices failed with the following errors: Sequence contains no matching element.	Invoice/s contains special characters and extra white spaces.	Delete special characters and use a hyphen or underscore instead. Delete extra spaces.
This document has lines associated to a Project, please either supply LineItemIDs so that this association can be maintained, or else remove the connection to the project.	Invoice already associated with a Xero projects project.	Disable Xero projects in Xero.
An unhandled exception occured while processing the request. ArgumentException: Requested value 'xxx' was not found.	Invalid currency on the transaction.	Ensure that your default and alternate currency setup has the correct ISO codes that matches supported currencies in Xero.
An unhandled exception occured while processing the request. FormatException: Guid should contain 32 digits with 4 dashes (xxxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx)	Timesheet user's Payroll System ID GUID formatting incorrectly in the WorkGuru user settings.	Ensure the user's Xero payroll GUID is entered into their Payroll System ID field in the correct format, inclusive of the dashes.
Organisation is not subscribed to currency AUD (or other 3 character country code)	The accounting settings within WG have not been set up properly and/or there is a mismatch between the currencies set up in WG and Xero.	Ensure the default currency and alternate currencies have been saved in your accounting settings in WG. Ensure the list of currencies matches between WG and the org settings in Xero. Note: if getting this against an invoice, edit the project and select the correct currency, then recreate the invoice.
Organisation Supplier/Client Credit Note - xxx-xxx failed with the following errors: Please remove invalid character - from the Invoice number field	There is an invalid character being included in the Credit Note Number field when attempting to send the Credit Note to Xero, in this example the invalid character is the hyphen.	Delete the Credit Note and recreate it without the invalid character in the Credit Note Number field before resending to Xero.
Purchase Order - PO1234 failed with the following errors: Supplier: SupplierName must have CIS settings enabled in Xero in order to sync purchases	A CIS purchase order has a supplier that does not exist in Xero and WorkGuru has successfully created the contact in Xero, however setting/updating the CIS settings for the contact is not possible through the API.	Edit the contact in Xero and save with the appropriate CIS settings.
Purchase Order - PO1234 failed with the following errors: This document is for a Construction Industry Scheme subcontractor, but they have no rate set.	The Xero supplier contact for this purchase order does not have CIS settings saved. These settings are not possible to set and/or update via the API.	Edit the contact in Xero and save with the appropriate CIS settings.
Purchase Order - INV1234 failed with the following errors: Account code 'Example - 200' is not a valid code for this document.	There is an invalid GL code on WorkGuru for one or more of the lineitems in the invoice which need to be addressed.	Export Product list and ensure that there is only a number value assigned to the account code columns in the CSV file so that no text, spaces or anything else are in these cells. Reimport products list to update product GL codes which will ensure they are correct next time the invoice gets sent to accounting.
Stock Adjustment - failed with the following errors: A Manual Journal must contain at least 2 lines.	The value of the stock adjustment is $0. Xero won't accept the journal as there is no change in stock value.	Mark the adjustment as sent to remove it from the xero queue.