In this article:
Interpreting the Xero Logs Queue
Common Errors and How to Resolve
Introduction
The Dx5 + Xero integration utilizes the Xero API to post financial data to Xero on your behalf. Like with most software integrations, there are bound to be errors on occasion, whether that is due to authentication issues or validation errors. This guide is intended to help users interpret the API errors and offer steps to resolve the issue. As always, if you are truly stuck, do not hesitate to reach out to the Fx5 Support team.
As discussed in Dx5 + Xero: Before You Integrate, the Dx5 + Xero integration uses a queue to process accounting transactions. The queue can be viewed by navigating to Accounting > Overview in your Dx5 system. The list will be under the header, Xero Logs.
Interpreting the Xero Logs Queue
Each transaction that Dx5 attempts to post to Xero via their API will have one of four Xero Logs statuses:
- Pending - The log has been sent to the accounting queue, but has not yet attempted to post to Xero
- Completed - The log has posted to Xero successfully.
-
Failed - Dx5 has attempted to post the log to Xero, but something has caused the transaction to fail. When this happens, Dx5 users will receive an automated email alerting them to the issue, but users can also view the Request/Response by clicking the Log button
.
- Completed With Errors - The user has opted to Skip the posting of this specific transaction. When a transaction is skipped, it does not post to Xero, and users may need to enter the data into Xero manually.
Troubleshooting Xero Logs
It's inevitable - Xero transactions will fail. Luckily, we've built the integration in a way that helps make troubleshooting on your own pretty easy! If you receive an email about a failed transaction, or suspect that data is not posting to your Xero account, log into Dx5 and navigate to Accounting > Overview. To the right of a failed transaction, you will see three buttons:
- Retry - Clicking the retry button will re-submit the action as is. This is usually a great first step of troubleshooting! If the action fails again, view the log's Response to view any applicable errors.
- View Log - Click this to see the API Request and Response. The request is what Dx5 is "sending" to Xero, and the Response is what Xero "sends" back. For a failed transaction, the Request will display the error. This should give you the information needed to find the cause of the failure.
- Skip - Use this button to skip this specific transaction. This will let the remaining transactions post as needed. Be warned that this could skip something important that could impact subsequent transactions. For example, if the action increases the quantity of a product, skipping this could prevent you from subsequently shipping an order that contains that item. Reach out to support@fx5solutions.com for assistance!
Common Errors and How to Resolve Them
Error: No items available to sell
Error posting PUT in xero: A validation exception occurred -
21: Houdini Bourbon (750 ML) - No items available to sell.
Resolution: The product mentioned in the log currently has '0' quantity in Xero. Xero cannot post the appropriate journal entries until the Xero product has sufficient quantity. In Xero, go to Business > Products and Services, find the item and check the quantity against what's listed in Dx5.
Error: Only X items available to sell
Error posting PUT in xero: A validation exception occurred -
21: Houdini Bourbon (750 ML) - Only 2 items available to sell.
Resolution:The product mentioned in the log currently has insufficient quantity in Xero. Xero cannot post the appropriate journal entries until the Xero product has sufficient quantity. In Xero, go to Business > Products and Services, find the item and check the quantity against what's listed in Dx5.
Error: You cannot save this transaction using an 'X' account type
Error posting PUT in xero: A validation exception occurred -
You cannot save this transaction using an inventory account type
Resolution: One of the mapped accounts has the wrong account type. Refer to Dx5 + Xero: Connecting to Xero for the correct account types needed and check against what you have in Xero. In Xero, go to Accounting > Chart of Accounts and click on the account in question to double check the account type. Change if you can or reach out to support to re-map accounts.
Error: Invoice # must be unique
Error posting PUT in xero: A validation exception occurred - Invoice # must be unique.
Resolution: You are attempting to ship an order with a duplicate invoice number. You'll have two options to resolve. You can either find the duplicate invoice in your Xero account and rename it, or you will want to rename the invoice in Dx5. If you opt to change the invoice in Dx5, you will need to update the invoice number then Cancel/Re-ship the order as described in this article: Fulfillment: Edit Shipped Order
Error: Revaluation transaction is unsuccessful
A validation exception occurred -
The total cost pool of tracked inventory items cannot be reduced to less than zero.
Resolution: Xero's rounding is less precise than Dx5's, and as a result Xero's revaluation method is trying to adjust to <$0. Unfortunately, there isn't a way around this for tracked inventory items (untracked inventory items don't have this limitation!); the solution here is to change the total inventory value for the revaluation to a number divisible by the quantity on hand without trailing decimals.
For example: 1,255 units with a total inventory value of $18,774.70 yields a revalued unit cost of $14.9599282868526; Xero will round to $14.96 and throw a validation exception.
Using the rounded unit cost ($14.96) yields a total inventory value of $18,774.80 and is successful.
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