Troubleshooting Common Xero Errors

No Tracking Options are defined

Error
Xero Journal – NO Tracking Options are defined for the transaction recorded against the Account Code X-XXXX defined in the System Variables as Job Expense Accounts. Tracking Options must be defined, please check.

Solution
Click on the paperclip icon to the right of the error message which will open the transaction in Xero. Edit the transaction and enter the job number & Cost Centre, process. If the Bill is still in draft awaiting these details ignore the error message.

Tracking Options are defined

Error
Xero Journal – Tracking Options are defined for the transaction recorded against the Account Code X-XXXX defined in the System Variables as Overhead Accounts. Tracking Options must NOT be defined.

Solution
Accounts that have not been assigned to a “Job Cost account” being 5-1010 Subcontractors & Suppliers OR 5-1012 Materials, cannot have a job number and/or Cost Centre assigned to them. Click on the paperclip icon to the right of the error message which will open the transaction in Xero. Edit the transaction and either remove the job number and/or Cost Centre OR change to a “Job Cost account”.

Overpayment was not created

Error
Overpayment from Contact XXXXXX was not created in BP. Reason: Job Number is not specified in Overpayment.

Solution
The DPP Overpayment created in Xero is missing a number in the Job Number column field. Locate the Overpayment in Xero by going to Business-Sales Overview-Awaiting Payment-find the overpayment and click to open-Overpayment Options-Edit-enter DPP job number into “Job Number” field-Update.

Record of Bill Line was not created

Error
Record of Bill Line for XXXXXX was not created in BP. Reason: one of the required Tracking Option(s) Job# and Cost Center# is missing.

Solution
Click on the paperclip icon to the right of the error message which will open the transaction in Xero. Edit the transaction and enter the job number & Cost Centre, process. If the Bill is still in draft awaiting these details ignore the error message.

Bill was not synchronized

Error
Bill was not synchronized, ID: 899b1d06-5dd7-4ce7-81f9-af1fc757ff2e. Main exception cause: PSQLException: ERROR: value too long for type character varying(20).

Solution
Check the length of the characters and initialize a re-sync. To Find the invoice you need to prefix the ID with https://go.xero.com/AccountsPayable/View.aspx?InvoiceID=

Do not use Cost Centre number in Line Item(s) for the Sales Invoice

Error
Do not use Cost Centre number in Line Item(s) for the Sales Invoice in Xero. It can not be fixed automatically. Correct it in Invoice #INV-XXXX.

Solution
Only non-client/job income can be entered in Xero as receivable invoices entered in Xero cannot have a job number and/or Cost Centre. All extra job income to be entered in GJ5.0 as a variation. Click on the paperclip icon to the right of the error message which will open the transaction in Xero. Edit the transaction and either remove the job number and/or Cost Centre and preferably re-allocate to a Sundry Income account OR remove the transaction altogether and create a variation in GJ5 if related to a job.

Contact was not synchronized

Error
Contact XXXXX was not synchronized. Main exception cause: XeroBadRequestException: ValidationException: Contact with number ‘ZXRV1K’ has validation errors: The contact name XXXXXX is already assigned to another contact. The contact name must be unique across all active contacts.

Solution
Duplicate contact card in GJ5.0. Go to Contacts in GJ5.0 and search the name, remembering it also includes inactive contact cards. Edit one of the contact cards so the names are distinct, even adding a full stop at the end of the surname works.

Email Contact is NOT sent to Xero

Error
Email for Contact XXXXXX is NOT sent to Xero as the format is not correct. Please correct the email in BP.

Solution
Go to Contacts in GJ5.0 and search the name. Check the Primary email is correct. Go to the “CREDITOR/SUPPLIER” tab and check if any of the “DELIVER” emails are toggled to “Different” that the emails are not blank OR the same as the Primary email, if so, toggle back to “Same”. Process to save changes.

State Value Exceeds Maximum Field Length

Error
”State” value exceeds maximum field length. The value will be reduced to 6 characters.

Solution
Run a Contacts > All Contacts report in Xero. Export the list to .csv file. Open the file and look in the PORegion or SARegion column. You may find it easier to sort by column. You are looking for entries that are longer than 6 spaces. ie New South Wales instead of NSW. Go into the contact file and adjust the state field and save changes.

SQLException During Execution Error

Error
Xero synchronization is failed: SQLException: IJ031040: Connection is not associated with a managed connection: org.jboss.jca.adapters.jdbc.jdk8.WrappedConnectionJDK8@….

Solution
This error does not affect synchronization with Xero. This error occurs on the back end of the application within the Wildfly server. Allow for some time to pass and manually run the Xero sync again to see if it still occurs.