This guide covers any errors that will possibly show up in the Event Log, referring to the accounting software you have integrated with Workshop Software which is found by going to Reports, Business Reports, Log Reports, and printing the Event Log, or on the Workshop Software user screen.
Common Error messages
“Organisation accounts are locked on the specified payment date xx/xx/xxxx”
Error: The lockout date for Xero has been set to 5/19/2017, in this case, and no invoices or payments made before this date can sync over to Xero.
Solution: Change the lockout date in Xero. Then push a Xero manual sync, in Workshop Software (Manual sync button is in the top right hand corner of Workshop Software)
“The total for this document must be greater than or equal to zero”
Error: The quantity or unit price of a product, in the invoice stated, is of a negative value.
Solution: Copy invoice (or credit) and change negative value to positive. Go into original invoice/credit and void
Guide: Copy Invoice & Void Invoice
“The Tax code “INPUT” cannot be used with account code ‘xxx’ “
Error: The tax code, for the account code stated in this error, is set incorrectly in Xero.
Solution: Get your accountant or bookkeeper to set the correct tax type for the above account code, in Xero.
“Email address must be valid”
Error: Email address is invalid
Solution: Go into the vendor (supplier)/ customer profile, found in the error where the above red arrow is pointing, and correct email address
“Payments can only be made against Authorised documents”
Error: Payment has synced over to Xero before the invoice for that payment has
Solution: In Workshop Software, do the following:
- 1. Check your invoice status using this guide: Check Invoice Status
- 2. If invoice hasn’t synced over to accounting software, check event log for specific error:
- 3. Use this document to decipher the errors that are on the event log
- 4. Can’t find your error? Send an email to email@example.com with a screenshot of the error on your event log
“Payment amount exceeds the amount outstanding on this document”
Error: Payment has synced over to Xero before the invoice for that payment has OR there is a rounding discrepancy between the invoice in Workshop Software and the invoice in Xero
- 1. Login to Xero
- 2. Look up the invoice numbers, in the event log, and look for:
Is there any amount (no matter how infinitesimal) still owing on the invoice?
If so – adjust the invoice on the Xero side by the amount owing (to offset the difference)
- 3. Push a manual sync in Workshop Software (Manual sync button is in the top right hand corner of Workshop Software)
“Associated parent record is not uploaded to Xero, sync to upload”
Error: Customer/Supplier has been created in Workshop Software but hasn’t synced over to Xero yet.
Solution: Push a manual sync in Workshop Software (Manual sync button is in the top right hand corner of Workshop Software)
“Invoice not of valid status for creation”
Error: An invoice, with the same invoice number, has already been created.
Solution: Copy Invoice and Void Invoice (that was bringing back an error). The invoice will now have a new invoice number and will be able to sync over to Xero.
Push a manual sync in Workshop Software (Manual sync button is in the top right hand corner of Workshop Software)