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Why has my Xero expense posting failed?
Why has my Xero expense posting failed?

Learn how to troubleshoot and retry your failed expense posting to Xero.

Written by Jack
Updated over a week ago

When posting your expenses to Xero via integration, ExpenseIn will always prompt you to review the posting status in the Export History section of the Finance area (on the Postings tab). You'll also receive an email if one or more of your expenses have failed to post.

The Postings tab is particularly important for troubleshooting any failed posting attempts. By clicking on your failed posting, you'll be able to expand your bill and subsequently view the reason for any posting failures.

Throughout the remainder of this Help Article, you'll find some common troubleshooting steps to follow. If you continue to have difficulty successfully posting your expenses to Xero, get in touch with our Support Team.

Connection Error

Accountancy package integration often requires periodic re-authentication - we'd recommend initially checking your integration connection status.

If the status is showing as Disconnected, navigate to the Integration heading in the Admin area, select the Actions drop-down, and click Reconnect. Once you've reconnected Xero, you can then select Retry Failed Records.

Supplier not found in Xero

ExpenseIn has been unable to find the Supplier reference provided for this expense in Xero. To check the supplier reference used (e.g. the User reference or a static field), refer to your Xero Integration mapping settings. You'll need to make sure that the User reference/static field used is verbatim to the Supplier/Contact reference in Xero.

Category reference not recognised in Xero

Your Category references will need to be verbatim to the chart of account codes you have set up in Xero. In this example, you'll need to check that the Category reference used for the failed expense is exactly the same as the Xero chart of account code.

If you need to edit the expense (to select another category), follow our Help Article for editing completed expenses. If you need to adjust your category reference, you can do so by heading to your Admin area and selecting Categories.

Incorrect Tax Rate Reference

Xero will refer to tax rates with different names - check that your Tax Rate References are verbatim to what your tax/VAT rates are called in Xero.

Incorrect Tracking Category Name

It's likely you'll require a static field to ensure ExpenseIn uses the right value when looking for your Xero Tracking Category Name. Check your Integration mapping settings and ensure your mapped static field is identical to the name of the tracking category in Xero.

Incorrect Tracking Category Option

The ExpenseIn value used to map against your Xero Tracking Category Options (e.g. Department Name or Reference) needs to be typed exactly the same as it is in Xero.

Check your Xero Integration Mapping settings to see which ExpenseIn fields are being used to map against your Tracking Category Options, and then ensure those ExpenseIn fields are documented correctly in your ExpenseIn Admin area (or, depending on your mapping settings, against the expense).

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