Xero error codes: why requests get rejected

Error

Explanation

Troubleshooting steps

Account code or ID must be specified.

No Account code (ID) was specified in the request.

The Requester/Reviewer/Approver with editing permissions needs to add a valid Account code for each line, then click Resend to retry sending the Bill to Xero.

Account code ‘0000’ is not a valid code for this document.

The “Show In Expense Claims” checkbox for the Category has not been selected in your Chart of Accounts in Xero.

In your Xero account, go to Accounting > Advanced > Chart of Accounts. Open the relevant Account code and activate "Show in expense claims."
Then sync the Xero-related data to ApprovalMax and click Resend to retry.

Account code ‘0000’ has been archived or deleted. Each line item must reference a valid account.

The Account code you selected has been archived in Xero.

Either the Requester or an Accountant who has access to Xero needs to restore that Account code in Xero, then click Resend to retry.

Item code '000-0000' is not valid.

An Item has been deleted in Xero and is no longer available for sales and purchases.

The Requester needs to edit the request with a new Line Item, then click Resend to retry.

Item <00:000> has an incorrect inventory asset account specified.

The Inventory Asset Account column needs a valid Inventory-type Account code. If the Account code provided is not an Inventory one, there will be an error when importing your file into Xero.

Verify and correct the Inventory Asset Account code in your Chart of Accounts, then click Resend to retry.

This document has lines associated with a Project. Please either supply LineItemIDs so that this association can be maintained, or else remove the connection to the Project.

ApprovalMax returns this for a Project-linked Bill that was edited in ApprovalMax.

Make sure Project-linked Bills aren't edited in ApprovalMax. Create a new Bill from scratch with the amendments, sync it, and force-approve if necessary.

Alternatively, if no further edits are needed, click Resend on the existing request to retry without resubmitting for approval.

The TaxType code 'xxx' cannot be used with account code 'xxx'.

Certain Tax rates can only be used with certain Account types. This varies depending on the rate and country. Sending a Line Item with a Tax rate that can't be used with the Line's Account code will generate this error.

Make sure that the Tax rate selected in the Tax drop-down field for the Item (or Line Item) is compatible with the selected Category.

This article has more details on how to ensure that the Account type and Tax type are a valid pair.

The Tax amount cannot be greater than the line amount.

This error usually occurs during rounding when you attempt to publish a transaction from Dext Prepare. In case of multi-line items, transactions can be submitted with a rounding line adjustment, if the LineAmount is 0 and the TaxAmount is -0.01

Review and edit the lines, splitting where needed to remove the rounding issue, then click Resend to retry.

Unknown tracking details. A Tracking Category did not match a known active Tracking Category.

Changes have been made to the Tracking Categories in Xero. Most probably, the request's origin is ApprovalMax.

1. Manually sync the Xero-related data.

2. The Requester needs to remove and re-add the Tracking Categories.

3. Click Resend to retry.

The Contact with the specified contact details has been archived. This Contact must be un-archived before creating new Invoices, Credit Notes or Purchase Orders.

The Supplier used in this request has been archived or merged in Xero.

Restore the archived/merged Contact in Xero, then click Resend to retry.

Alternatively, amend the request in ApprovalMax with an active Contact's details, then click Resend.

The document date cannot be earlier than the lock date, currently set as <date>.

A Xero lock date blocks changes to transactions from an earlier period. Once a lock date has been set, you cannot add or edit transactions in Xero dated earlier than that lock date. For more details, please refer to Xero lock date.

Alter the request's date or the Xero lock date (see this article), then click Resend to retry.

Invoice not of valid status for modification.

The Invoice is in a Xero status (e.g. Approved or Paid) that no longer allows modification.

If it's returned to a modifiable status, click Resend to retry; otherwise, no further action is possible from ApprovalMax.

You have reached the limit of Invoices you can approve.

Your Xero plan has a submission limit that's been reached.

Check your Xero plan and contact Xero Support about raising the limit. Once resolved, click Resend to retry.

Credits must equal debits. Accrual debits must equal accrual credits.

This error relates to Xero's internal checks.

Contact Xero Support for details. Once resolved, click Resend to retry.

Discounts may not be applied to ACCPAY invoices.

In addition to this error, you might be shown the message 'This document has lines associated with a Project. Please either supply LineItemIDs to maintain this association, or remove the connection to the Project.'

Both these errors are related to a bug in Purchase Order discounts in Xero. The root cause is: when a Purchase Order with a discount in a Line Item is copied to a Bill in Xero, the discount is displayed in the subtotal of the Bill. This prevents the Bill from being approved via the API.

Xero has now fixed the bug and this information is just in case it should occur again in the future.

The Bill Requester needs to create a new Bill from scratch (not copied from a Xero Purchase Order or copied from another Purchase Order), without the unsupported discount.