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" | |
The quantity value '-x.0000' is invalid. Quantity must not be less than zero. | Xero does not accept negative values on PO or Invoices | |
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. |
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. |
XX failed with the following errors: Xero API error calling UpdateOrCreateContacts {"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 support@workguru.io |
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. |