diff --git a/docs/articles/expensify-classic/connections/xero/Configure-Xero.md b/docs/articles/expensify-classic/connections/xero/Configure-Xero.md index b23216c28401..170e8d0b6974 100644 --- a/docs/articles/expensify-classic/connections/xero/Configure-Xero.md +++ b/docs/articles/expensify-classic/connections/xero/Configure-Xero.md @@ -3,4 +3,102 @@ title: Configure Xero description: Configure Xero --- -# Coming soon +**Best Practices Using Xero** + +A connection to Xero lets you combine the power of Expensify's expense management features with Xero's accounting capabilities. By following the recommended best practices below, your finances will be automatically categorized correctly and accounted for in the right place. + +- Configure your setup immediately after making the connection, and review each settings tab thoroughly. +- Keep Auto Sync enabled. + - The daily auto sync will update Expensify with any changes to your chart of accounts, customers/projects, or bank accounts in Xero. + - Finalized reports will be exported to Xero automatically, saving your admin team time with every report. +- Set your preferred exporter to a user who is both a workspace and domain admin. +- Configure your coding settings and enforce them by requiring categories and tags on expenses. + +# Accessing the Xero Configuration Settings +Xero is connected at the workspace level, and each workspace can have a unique configuration that dictates how the connection functions. To access the configuration: + +1. Click **Settings** near the bottom of the left-hand menu. +2. Navigate to Workspaces > Groups > [workspace Name] > Connections. +3. Scroll down to the Xero connection and click the **Configure** button to open the settings menu. + +# Step 1: Configure Export Settings +The following steps help you determine how data will be exported from Expensify to Xero. + +1. Click the **Configure** button under the Xero connection to open the settings menu. +2. Under the Export tab, review each of the following export settings: + - **Preferred Exporter**: Choose a Workspace Admin to set as the Preferred Exporter. + - Concierge exports reports automatically on behalf of the preferred exporter. + - Other Workspace Admins will still be able to export to Xero manually. + - If you set different export bank accounts for individual company cards under your Domain > Company Cards, then your Preferred Exporter must be a Domain Admin in addition to Workspace Admin. + - **Export reimbursable expenses and bills as**: Reimbursable expenses export as a Purchase Bill. This setting cannot be amended. + - **Purchase Bill Date**: Choose whether to use the date of the last expense on the report, export date, or submitted date. + - **Export invoices as**: All invoices exported to Xero will be as sales invoices. Sales invoices always display the date on which the invoice was sent. This setting cannot be amended. + - **Export non-reimbursable expenses as**: Each exported expense posts as a bank transaction to the Xero bank account you select below, and transaction dates will match the dates on your bank statement. + - **Xero Bank Account**: Select which bank account will be used to post bank transactions when non-reimbursable expenses are exported. + +## Step 1B: Optional configuration when company cards are connected +1. Click **Settings** near the bottom of the left-hand menu. +2. Navigate to Domains > [domain name] > Company Cards. +3. If you have more than one company card connection, select the connection first. +4. Locate the cardholder you want to configure in the list, +5. Click the **Edit Exports** button and assign the account the card expenses should export to in Xero. + +# Step 2: Configure Coding settings +The following steps help you determine how data will be imported from Xero to Expensify. + +1. Click the **Configure** button under the Xero connection to open the settings menu. +2. Under the Coding tab, review each of the following settings and configure the options to determine what information will be imported: + - **Chart of Accounts**: Your Xero Chart of Accounts is imported into Expensify as expense categories. _This is enabled by default and cannot be disabled._ + - **Tax Rates**: When Enabled, your tax rates in Xero will be imported into your workspace. After being imported, you can find them on the [Tax](https://expensify.com/policy?param=%7B%22policyID%22:%22B936DE4542E9E78B%22%7D#tax) page of your workspace settings. + - **Tracking Categories**: When Enabled, you can configure how Xero Cost Centres and Xero Regions import. + - Xero contact default (applies the Xero contact default during export to Xero) + - Tag (line-item level) + - Report Field (header level) + - **Billable Expenses**: When enabled, your Xero customer contacts will be imported as tags. Xero requires all billable expenses to have a customer tag to be able to be exported to Xero. + +# Step 3: Configure advanced settings +The following steps help you determine the advanced settings for your connection, like auto-sync. + +1. Click the **Configure** button under the Xero connection to open the settings menu. +2. Under the Advanced tab, review each of the following settings and configure the options you wish to use: + - **Auto Sync**: When enabled, the connection will sync daily to ensure that the data shared between the two systems is up-to-date. + - New report approvals/reimbursements will be synced during the next auto-sync period. +Reimbursable expenses will export after reimbursement occurs or the report is marked as reimbursed outside Expensify when using Direct or Indirect reimbursement. + - Non-reimbursable expenses will export automatically after the report is final approved. + - **Newly Imported Categories Should Be**: When a new account is created in the Xero chart of accounts, this setting controls whether the new category in Expensify is enabled or disabled by default. Disabled categories are not visible to employees when coding expenses. + - **Set purchase bill status** (optional): Reimbursable expenses are exported as purchase bills with the status selected. The options available are: + - Awaiting Payment (default) + - Draft + - Awaiting Approval + - **Sync Reimbursed Reports**: When enabled, you can configure the Bill Payment and Invoice Collections accounts to be used when reimbursing reports and paying invoices. + - Anytime a report is reimbursed, or an invoice is paid through Expensify, the corresponding purchase bill or sales invoice in Xero will be marked as paid. + - Similarly, if a purchase bill or sales invoice is marked as paid in Xero, the related Expensify report or invoice will be automatically marked as reimbursed/paid. + - **Xero Bill Payment Account**: Once the expense report is paid, your reimbursements will appear under this Xero Bill Payment account. + - **Xero Invoice Collections Account**: If you are exporting invoices from Expensify, select the invoice collection account under which you want invoices to appear once they are marked as paid. + +{% include faq-begin.md %} + +## I have multiple organizations in Xero. Can I connect them all to Expensify? + +Yes, you can connect each organization you have to Expensify. Here are some essential things to keep in mind: + +- Organization Selection in the Workspace > Connections > Xero Configuration > Export settings tab: This option is available only if multiple organizations are configured in Xero. +- One Workspace, One Organization: Each Workspace can connect to just one organization at a time. It’s a one-to-one connection. +- Adding New Organizations: If you create a new organization in Xero after your initial connection, you’ll need to disconnect and then reconnect it to Xero. Don’t forget to take a screenshot of your current settings by clicking Configure and checking the Export, Coding, and Advanced tabs. This way, you can easily set everything up again. + +## How can I view the purchase bills exported to Xero? + +**To view the bills in Xero:** +1. Log into Xero. +2. Navigate to Business > Purchase Overview > Awaiting Payments. + - Bills will be payable to the individual who created and submitted the report in Expensify. + +## How can I view the bank transactions in Xero? + +**To view the transactions in Xero:** +1. Log into Xero. +2. Head over to your Dashboard. +3. Select your company card. +4. Locate the specific expense you’re interested in. + +{% include faq-end.md %} diff --git a/docs/articles/expensify-classic/connections/xero/Connect-To-Xero.md b/docs/articles/expensify-classic/connections/xero/Connect-To-Xero.md index 3010d11c2ff1..2fb71a780e41 100644 --- a/docs/articles/expensify-classic/connections/xero/Connect-To-Xero.md +++ b/docs/articles/expensify-classic/connections/xero/Connect-To-Xero.md @@ -1,263 +1,28 @@ --- -title: The Xero Integration +title: Connect to Xero description: Everything you need to know about Expensify's direct integration with Xero order: 1 --- -# About - -The integration enables seamless import of expense accounts into Expensify and sends expense reports back to Xero as purchasing bills awaiting payment or "spend money" bank transactions. - -# How-to Connect to Xero - -## Prerequisites +**Prerequisites** You must be a Workspace Admin in Expensify using a Collect or Control Workspace to connect your Xero account to Expensify. -## Connect Expensify and Xero - -1. Let's get started by heading over to your Settings. You can find it by following this path: *Settings > Workspaces > Groups > [Workspace Name] > Connections > Xero.* -2. To connect Expensify to Xero, click on the "Connect to Xero” button, then choose "Create a new Xero connection." -3. Next, enter your Xero login details. After that, you'll need to select the Xero organization you want to link with Expensify. Remember, you can connect one organization for each Workspace. - -One important note: Starting in September 2021, there's a chance for Cashbook and Ledger-type organizations in Xero. Apps like Expensify won't be able to create invoices and bills for these accounts using the Xero API. So, if you're using a Cashbook or Ledger Xero account, please be aware that this might affect your Expensify integration. - -# How to Configure Export Settings for Xero - -When you integrate Expensify with Xero you gain control over several settings that determine how your reports will be displayed in Xero. To manage these settings simply follow this path: *Settings > Workspaces > Group > [Workspace Name] > Connections > Accounting Integrations > Xero > Configure > Export*. This is where you can fine-tune how your reports appear on the Xero side, making your expense management a breeze! - -## Xero Organization - -When you have multiple organizations set up in Xero you can choose which one you'd like to connect. Here are some essential things to keep in mind: - -1. Organization Selection: You'll see this option only if you have multiple organizations configured in Xero. -2. One Workspace, One Organization: Each Workspace can connect to just one organization at a time. It's a one-to-one connection. -3. Adding New Organizations: If you create a new organization in Xero after your initial connection, you'll need to disconnect and then reconnect it to Xero. Don't forget to take a screenshot of your current settings by clicking on "Configure" and checking the Export, Coding, and Advanced tabs. This way, you can easily set everything up again. - -Now you can seamlessly manage your connections with Xero while staying in control of your configurations! - -## Preferred Exporter - -Any Workspace admin can export to Xero, but only the preferred exporter will see reports that are ready for export in their Home. - -## Reimbursable Expenses - -Export to Xero as bills awaiting payment with the following additional settings: - -- Bill date — the bill is posted on the last day of the month in which expenses were incurred. - -To view the bills in Xero, navigate to *Business > Purchase Overview > Awaiting Payments*. Bills will be payable to the individual who created and reported the expense. - -## Non-reimbursable Expenses - -When you export non-reimbursable expenses, like company card transactions, to Xero they'll show up as bank transactions. Each expense is neatly listed as a separate line item in the bank account of your choice. Plus the transaction date matches the date on your bank statement for seamless tracking. - -To check out these expenses in Xero please follow these steps: - -1. Head over to your Dashboard. -2. Select your company card. -3. Locate the specific expense you're interested in. - -If you're managing company cards centrally, you can export expenses from each card to a designated account in Xero using Domains. This way, you have complete control and clarity over your company's finances! - -# How to Configure Coding for Xero - -The Coding tab in Expensify is where you configure Xero information to ensure accurate expense coding by your employees. Here's how you can access these settings: - -1. Navigate to Settings. -2. Go to Workspace within your specified group (Workspace Name). -3. Click on Connections, and then hit the Configure button. -4. Now, select the Coding tab. - -## Categories - -Xero expense accounts and those marked "Show In Expense Claims" will be automatically imported into Expensify as Categories. - -To manage these categories, follow these steps: - -1. After connecting, go to *Settings > Workspaces > Groups > [Workspace Name] > Categories*. -2. You can enable/disable categories using the checkbox. -3. For specific category rules (like default tax rate, maximum amount, receipts required, comments, and comment hints), click the settings cog. -4. Note that each expense must have a category selected for it to export to Xero, and these categories need to be imported from Xero; manual creation isn't an option within Workspace settings. - -## Tracking Categories - -1. If you use Tracking categories in Xero, you can import them into Expensify as Tags, Report Fields, or the Xero contact default. -- Tags apply a tracking category per expense. -- Report Field applies a tracking category to the entire report. -- Xero contact default applies the default tracking category set for the submitter in Xero. - -## Tax - -Looking to track tax in Expensify? Make sure that you have tax rates enabled in Xero and we will automatically grab those rates from Xero to allow your employees to categorize expenses with the appropriate tax rate. As an admin, you have the ability to set a default rate and also hide rates that are not applicable to the Workspace members. - -Tax tracking allows you to apply a tax rate and tax amount to each expense. -1. To set this up, enable Tax tracking in your Xero configuration. -2. After connecting, go to *Settings > Workspaces > Groups > [Workspace Name] > Tax to manage imported taxes from Xero.* -3. You can enable/disable taxes and set default tax rates for both Workspace currency expenses and foreign currency expenses. - -## Billable Expenses - -If you bill expenses to your customers, you can track and invoice them using Expensify and Xero. - -1. When enabled, Xero customer contacts are imported into Expensify as Tags for expense tracking. -- Note: In Xero, a Contact isn't a 'Customer' until they've had a bill raised against them. If you don't see your Customer imported as a tag, try raising a dummy invoice in Xero and then deleting/voiding it. -2. After exporting to Xero, tagged billable expenses can be included on a sales invoice to your customer. - -Please ensure that you meet the following requirements for expenses to be placed on a sales invoice: -1. Billable Expenses must be enabled in the Xero configuration settings. -2. The expense must be marked as billable. -3. The expense must be tagged with a customer. - -These steps should help you seamlessly manage your Xero integration within Expensify. - -# How to Configure Xero’s Advanced Settings - -If you've already set up your integration, but want to make adjustments, simply follow these steps: - -1. Go to Settings. -2. Then, navigate to Workspaces within your designated group [Workspace Name]. -3. Click on Connections, and next, hit the Configure button. - -From there, you can dive into the "Advanced" tab to make any additional tweaks. - -## Auto Sync - -For non-reimbursable reports: Once a report has completed the approval workflow in Expensify, we'll automatically queue it for export to Xero. - -But, if you've added a business bank account for ACH reimbursement, any reimbursable expenses will be sent to Xero automatically when the report is marked as reimbursed or enabled for reimbursement. - -### Controlling Newly Imported Categories: - -You can decide how newly imported categories behave in Expensify: - -1. Enabling or disabling this control determines the status of new categories imported from Xero to Expensify. Enabled categories are visible for employees when they categorize expenses, while disabled categories remain hidden. - -These settings give you the flexibility to manage your expenses and Workspace in the way that best suits your needs! - -## Sync Reimbursed Reports - -This nifty setting lets you synchronize the status of your reports between Expensify and Xero. Utilizing this setting will make sure that there is no confusion or possibility that a reimbursable report is paid out twice by mistake or that a non-reimbursable report is double entered throwing off month-end reconciliation. Here's how it works: - -1. When you reimburse a report via ACH direct deposit within Expensify, the purchase bill will automatically be marked as paid in Xero, and Expensify will note it as reimbursed. -2. Don't forget to pick the Xero account where the corresponding bill payment should be recorded. -3. It's a simple way to keep everything in sync, especially when you're awaiting payment. - -# Deep Dive - -## An Automatic Export Fails - -Sometimes, reports may encounter issues during automatic export to Xero. Not to worry, though! Here's what happens: - -1. The Technical Contact, your go-to person for technical matters, will receive an email explaining the problem. -2. You'll also find specific error messages at the bottom of the report. -3. To get things back on track, the report will be placed in the preferred exporter’s Home. They can review it and resolve any issues. - -## Consider Enforcing Expense Workspace Workflows: - -For added control, you can adjust your Workspace settings to strictly enforce expense Workspace. This way, you guarantee that your Workspace’s workflow is always followed. By default this flow is in place, but employees can modify the person they submit their reports to if it's not strictly enforced. - -## Customize Purchase Bill Status (Optional): - -You have the flexibility to set the status of your purchase bills just the way you want. Choose from the following options: - -1. Draft: Keep bills in a draft state until you're ready to finalize them. -2. Awaiting Approval: If you need approval before processing bills, this option is here for you. - -## Multi-Currency - -### Handling Multi-Currency in Xero - -When dealing with multi-currency transactions in Xero and exporting reimbursable expenses from Expensify here's what you need to know: - -1. The bill created in Xero will adopt the output currency set in your Expensify Workspace, provided that it's enabled in Xero. -2. Your general ledger reports will automatically convert to your home currency in Xero, leveraging the currency exchange rates defined in your Xero settings. It ensures everything aligns seamlessly. - -Now, for non-reimbursable expenses, things work slightly differently: - -1. Bank transactions will use the currency specified in your bank account in Xero, regardless of the currency used in Expensify. -2. If these currencies don't match, no worries! We apply a 1:1 exchange rate to make things smooth. To ensure a hassle-free experience, just ensure that the output currency in Expensify matches the currency specified in your Xero bank account. - -## Tax - -### Enabling Tax Tracking for Seamless Integration: - -To simplify tax tracking, enable it in your Xero configuration. This action will automatically bring all your Xero tax settings into Expensify, turning them into usable Taxes. - -### After connecting your Xero account with Expensify: - -1. Head to Settings. -2. Navigate to Workspaces within your specific group [Workspace Name]. -3. Click on Tax to view the taxes that have been imported from Xero. - -Now, here's where you can take control: - -1. Use the enable/disable button to choose which taxes your employees can apply to their expenses. Customize it to fit your needs. -2. You can set a default tax rate for expenses in your Workspace currency. Additionally, if you deal with foreign currency expenses, you have the option to set another default tax (including exempt) that will automatically apply to all new expenses in foreign currencies. - -This setup streamlines your tax management, making it effortless for your team to handle taxes on their expenses. - -## Export Invoices to Xero - -You can effortlessly export your invoices from Expensify to Xero and even attribute them to the right Customer. Plus, when you mark an invoice as paid in Expensify, the same status will smoothly transfer to Xero and vice versa, keeping your invoice tracking hassle-free. Let's dive in: - -### Setting up Invoice Export to Xero: - -1. Navigate to Settings. -2. Go to Workspaces within your designated group [Workspace Name]. -3. Click on Connections, then select Configuration. -4. Now, click on the Advanced tab. - -### Selecting Your Xero Invoice Collection Account: - -1. Scroll down until you find "Xero invoice collection account." You'll see a dropdown list of your available Accounts Receivable accounts imported from Xero. -2. Simply choose the account where you'd like your invoices to be exported. - -Pro Tip: If you don't see any accounts in the dropdown, try syncing your Xero connection. To do this, go back to the Connections page and hit "Sync Now." - -### Exporting an Invoice to Xero: - -Invoices will automatically make their way to Xero when they're in the Processing or Paid state. This ensures consistent tracking of unpaid and paid invoices. However, if you have Auto Sync disabled, you'll need to manually export your invoices along with your expense reports. Here's how: - -1. Head to your Reports page. -2. Use the filters to locate the invoices you want to export. -3. Select the invoices you wish to export. -4. Click Export to > Xero on the top right-hand side. - -### Matching Customers and Emails: - -When exporting to Xero, we match the recipient's email address with a customer record in Xero. So, make sure each customer in Xero has their email listed in their profile. -If we can't find a match, we'll create a new customer record in Xero. - -### Updating Invoice Status: - -1. When you mark an invoice as Paid in Expensify, this status will automatically reflect in Xero. -2. Similarly, if you mark an invoice as Paid in Xero, it will update automatically in Expensify. -3. The payment will be recorded in the Collection account you've chosen in your Advanced Settings Configuration. - -And that's it! You've successfully set up and managed your invoice exports to Xero, making your tracking smooth and efficient. +## Step 1: Connect Expensify to Xero +1. Click **Settings** near the bottom of the left-hand menu. +2. Navigate to Workspaces > Groups > [workspace Name] > Connections. +3. Click on **Connect to Xero**. +4. Click the **Create a New Xero Connection** button. +5. Enter your Xero login credentials. +6. Review the access information and click Allow Access. +7. You will be redirected back to Expensify and the connection will import some initial settings from Xero to Expensify. +8. Once the sync is complete, the configuration window for Xero will open automatically so you can configure your export, import, and advanced settings. +9. Click the **Save** button when you’re done configuring to finalize the connection. {% include faq-begin.md %} -## Will receipt images be exported to Xero? - -Yes! The receipt images will be exported to Xero. To see them in Xero click the 'paper' icon in the upper right corner of the expense details and view a PDF of the Expensify report including the receipt image. - -## How does Auto Sync work if your workspace was initially connected to Xero with Auto Sync disabled? - -You can safely switch it on without affecting existing reports that haven't been exported. - -## How does Auto Sync work if a report has already been exported to Xero and reimbursed through ACH or marked as reimbursed in Expensify? - -It will be automatically marked as paid in Xero during the next sync. You may either manually update by clicking Sync Now in the Connections tab or Expensify does this on your behalf overnight every day! - -## How does Auto Sync work if a report has been exported to Xero and marked as paid in Xero? - -It will be automatically marked as reimbursed in Expensify during the next sync. If you need it updated immediately please go to the Connections tab and click Sync Now or if you can wait just let Expensify do it for you overnight. - -## How does Auto Sync work if a report has been exported to Xero and marked as paid in Xero? - -Reports that haven't been exported to Xero won't be sent automatically. +## I use a Cashbook or Ledger Xero account, can I still connect in Expensify? +Starting in September 2021, there’s a chance for Cashbook and Ledger-type organizations in Xero. Apps like Expensify won’t be able to create invoices and bills for these accounts using the Xero API. So, if you’re using a Cashbook or Ledger Xero account, please be aware that this might affect your Expensify integration. {% include faq-end.md %} diff --git a/docs/articles/expensify-classic/connections/xero/Xero-Troubleshooting.md b/docs/articles/expensify-classic/connections/xero/Xero-Troubleshooting.md index 98ae5033db50..f1bb398dbecf 100644 --- a/docs/articles/expensify-classic/connections/xero/Xero-Troubleshooting.md +++ b/docs/articles/expensify-classic/connections/xero/Xero-Troubleshooting.md @@ -3,4 +3,153 @@ title: Xero Troubleshooting description: Xero Troubleshooting --- -# Coming soon +# Overview of Xero Troubleshooting + +Synchronizing and exporting data between Expensify and NetSuite can streamline your financial processes, but occasionally, users may encounter errors that prevent a smooth integration. These errors often arise from discrepancies in settings, missing data, or configuration issues within NetSuite or Expensify. + +This troubleshooting guide aims to help you identify and resolve common sync and export errors, ensuring a seamless connection between your financial management systems. By following the step-by-step solutions provided for each specific error, you can quickly address issues and maintain accurate and efficient expense reporting and data management. + +# ExpensiError XRO014 Billable Expenses Require A Customer + +**Why does this happen?** + +This happens because Xero requires all billable expenses exported from Expensify to have a customer associated with it. This error occurs when one or more expenses on a report have been marked "billable," and do not have a customer associated with them. + +## How to fix it + +1. Navigate to your Settings > Workspaces > [click workspace] > Connections > Configure button > Coding tab. +2. Click the **toggle** to enable Billable Expenses. +3. Click the **Save** button to save the change and sync the connection. +4. Open the report in question and apply a _Customer_ tag to each billable expense. + - _Note: A Contact in Xero is not imported as a Customer until they have had some kind of bill raised against them. If you can't see your Customer imported as a tag, you may need to raise a dummy invoice at the Xero end and then delete/void it. Don’t forget to sync the connection again after taking this step._ +5. Try to export the report again by clicking the **Export to** button and select the **Xero** option. + +# ExpensiError XRO027: Expense on this report is categorized with a category no longer in Xero + +**Why does this happen?** + +When exporting expense data, Xero will not accept a category on an expense that no longer exists in the chart of accounts. This error occurs when one or more expenses on the report are categorized with a category that no longer exists in Xero. + +## How to fix it + +1. Log into Xero. +2. Navigate to Settings > Chart of Accounts. +3. Confirm that each category used on an expense in the report in Expensify is still an active account in Xero. +4. If the account doesn’t exist, add it again and sync the connection in Expensify. +5. If the account still exists, open the details, check “Show in Expense Claims,” and then sync the connection in Expensify. +6. After syncing, open the report and re-categorize any expenses showing a red workspace violation for out-of-workspace categories. +7. After recategorizing, click the **Export to** button and select the **Xero** option. + +# ExpensiError XRO031: Payment has already been allocated to reimbursable expenses + +**Why does this happen?** + +Xero does not allow for paid expenses to be modified. When you attempt to export the reimbursable expenses again, Xero considers that a modification and rejects the export. This error occurs when the report contains reimbursable expenses that have already been exported to Xero where a payment was issued on the purchase bill. + +## How to fix it + +1. Log into Xero. +2. Click on Business > Bills to Pay > and then the Paid tab. +3. Locate the report from the error and click on it to open it. +4. Click on the blue text that says Payment. +5. Click the Options dropdown and then Remove and Redo to delete the payment. + - _Note: Do not void the bill in Xero._ +6. Head back to Expensify and open the report again. +7. Click the **Export to** button and select the **Xero** option. + +The new export will override the current report in Xero and retain the same report ID. + +# ExpensiError XRO087 No Bank Account or Incorrect Bank Account + +**Why does this happen?** + +Xero requires all bank transactions created from non-reimbursable expenses in Expensify to be posted to an active bank account. This error occurs when the destination account in Xero doesn’t exist, isn’t set, or is not the right type. + +## How to fix it + +1. Navigate to Settings > Workspaces > [workspace name] > Connections > click the **Configure** button. +2. Select a Xero Bank Account from the dropdown that will apply to all non-reimbursable expenses exported to Xero. +3. Click the **Save** button to sync the connection. +4. Open the report again and click the **Export to** button and then the **Xero** option. + +# ExpensiError XRO052: Expenses Are Not Categorized With A Xero Account + +**Why does this happen?** + +Xero requires all expenses exported from Expensify to use a category matching an account in your chart of accounts. If a category from another source is used, Xero will reject the expense. This error occurs when an expense on the report has a category applied that is not valid. + +## How to fix it + +1. Sync your Xero connection in Expensify from Settings > Workspaces > [click workspace] > Connections, and click the **Sync Now** button. +2. Review the expenses on the report. If any appear with a red _Category no longer valid_ violation, recategorize the expense until all expenses are violation-free. +3. Click the **Export to** button and then the **Xero** option. +4. If you receive the same error, continue. + - _Note the categories used on the expenses and check the Settings > Workspaces > [click workspace] > Categories page to confirm the exact categories used on the report are enabled and connected to Xero (you'll see a blue icon next to all connected categories)._ +5. Confirm that the categories used for expenses in the report match exactly the accounts in your Xero chart of accounts. +6. If you make any changes in Xero or in Expensify, always sync the connection and then try to export again. + +# ExpensiError XRO068: Organization is not subscribed to currency x + +**Why does this happen?** + +Xero requires the currencies you’re using in Expensify to be added to your account before you can export expenses in that currency. For example, if your workspace is set to Canadian currency, all expenses submitted on that workspace will be converted to CAD. You must also have the Canadian currency added to your Xero account to export successfully. This error occurs when your Xero account does not have the currency mentioned in the error added. + +## How to fix it +_Note: Not all versions of Xero allow adding currencies. To add currencies, please upgrade your Xero account to the Established [plan](https://www.xero.com/us/pricing-plans/)._ + +1. Log into Xero. +2. Navigate to Settings > General Settings. +3. Under the heading Features, select Currencies. +4. Click **Add Currency** to add the currency listed in the error message. +5. Sync your Xero connection in Settings > Workspaces > [click workspace] > Connections. +6. Open the report and click the **Export to** button and then the **Xero** option. + +# ExpensiError XRO076: This report has already been exported once to Xero, but has been voided + +**Why does this happen?** + +Xero does not allow Expensify to modify a purchase bill created from a previous export if the bill has been voided. This error occurs when the report has already been exported to Xero, and the purchase bill has been voided. + +## How to fix it +_Note: Xero does not support “unvoiding” a bill, it is an irreversible action._ + +1. From the Reports page in Expensify, locate the report associated with the voided bill. +2. Check the box to the left of the report and click **Copy**. +3. Open the new report and submit it through the approval workflow, then confirm it exports to Xero successfully. + +# ExpensiError XRO099: You have reached the limit of invoices you can approve with your Xero account. + +**Why does this happen?** + +The Early plan only allows you to enter 5 bills per month. This error occurs when you are on a trial account of Xero and have run out of your allowable exports. + +## How to fix it +Please upgrade your Xero account to a Growing or Established [plan](https://www.xero.com/us/pricing-plans/) so you can continue to use the integration and export reports without error. + +# Why are company card expenses exported to the wrong account? + +Multiple factors could be causing your company card transactions to export to the wrong place in your accounting system, but the best place to start is always the same. + +- First, confirm that the company cards have been mapped to the correct accounts in Settings > Domains > Company Cards > click the **Edit Export** button for the card to view the account. +- Next, confirm the expenses in question have been imported from the company card? + - Only expenses that have the Card+Lock icon next to them will export according to the mapping settings that you configure in the domain settings. + +It’s important to note that expenses imported from a card linked at the individual account level, expenses created from a SmartScanned receipt, and manually created cash expenses will export to the default bank account selected in your connection's configuration settings. + +**Is the report exporter a domain admin?** + +The user exporting the report must be a domain admin. You can check the history and comment section at the bottom of the report to see who exported the report. + +If your reports are being exported automatically by Concierge, the user listed as the Preferred Exporter under Settings > Workspaces > [workspaces name] > Connections > click **Configure** must be a domain admin as well. + +If the report exporter is not a domain admin, all company card expenses will export to the bank account set in Settings > Workspaces > [workspace name] > Connections > click **Configure** for non-reimbursable expenses. + +**Has the company card been mapped under the correct workspace?** + +If you have multiple workspaces connected to Xero, each connected workspace will have a separate list of accounts to assign the card to. Unless you choose an account listed under the same workspace as the report you are exporting, expenses will export to the default bank account. + +# Why do non-reimbursable expenses say 'Credit Card Misc,' instead of the merchant? + +Where the merchant in Expensify is an exact match to a contact you have set up in Xero then exported credit card expenses will show the vendor name. If not we use the the default name Expensify Credit Card Misc. This is done to prevent multiple variations of the same contact (e.g. Starbucks and Starbucks #1234 as is often seen in credit card statements) being created in Xero. + +To change merchant names to match your vendor list in Xero, we recommend using our Expense Rules feature. More information on this can be found [here](https://community.expensify.com/discussion/5654/deep-dive-using-expense-rules-to-vendor-match-when-exporting-to-an-accounting-package/p1?new=1).