Sometimes something will go wrong when transferring data between the SAFE Billing Platform and Xero. This will sometimes require manual intervention as there are limitations with the integration.
Code Errors
Xero requires that some data be transferred using codes, which must be assigned in the platform. If codes are missing, then the transfer will fail. This can apply to VAT rates, payment types and item codes (if in use). To resolve these errors, simply add the missing code and reattempt the transfer.
Archived Contacts
Xero does not allow archived contacts to be modified, including adding invoices or payments. Therefore, you must ensure that all data from the platform are transferred to Xero before the contact is archived within Xero.
Accounts with the same name
Xero does not allow multiple contacts to share the same name. If you have multiple accounts sharing a name, whether than be two customers with a common name, or a single customer who wants their account splitting, you may enter a unique Internal Account Number to differentiate them within Xero.
Contacts not showing as customers
It is not possible through the API to specify that a Contact created within Xero is a customer. Contacts will not show as a customer until they have an accounts receivable invoice.
Invoices / Payments not sending
The platform can only send invoices to Xero where the customer in the platform is linked with the corresponding contact within Xero. Similarly, payments can only be transferred once the invoice(s) they are allocated against are linked. It is recommended to send new customers to Xero before attempting to send invoices, then finally send payments.
It is not possible to send zero or negative (self-billing) invoices to Xero.
Recent Payments not sending
There is a deliberate delay in sending payments to Xero, to ensure they have fully cleared. This is to avoid needing to remove payments from Xero once they have been added. As such, recent payments may not be transferred. This delay is configurable.
Mismatched data
If modifications are made to invoices in the platform after they have been sent to Xero, then it is necessary to re-send the invoice to update it in Xero. This may fail if the invoice has been pid or the customer has been archived, so it may be necessary to update Xero directly.
Unable to run task
If you are not able to run a task, ensure that no earlier tasks have failed or still need to be run. Tasks must be run in order, for example customers must be sent before invoices can be.