You may encounter errors from time to time as data is sent to Xero. Below are a few examples and instructions for fixing them. 

Common errors

The contact name [Name] is already assigned to another contact. The contact name must be unique across all active contacts.

Reason: There is duplicate contact information in either the Name or Contact Name in Xero.

Solution: Change both the first and last name of the customer in Xero (since these fields are separate), or add the first and last name to the Name or Contact Name in inFlow (since first and last name share a field, the change will apply).

Invoice not of valid status for modification.

Reason: Changes are being made in inFlow to an order/bill in Xero that has been voided or deleted.
Solution: Change the order number in inFlow, save, and then click the Retry button on the integration page.
Note: Before voiding or deleting an order in Xero, add “inactive” or some identifier so that it isn’t impacting the order with the same number in inFlow in case you want to make any edits.

Please enter a SKU for the following products: [Product name]

Reason: All products must have an SKU to push purchase or sales orders.
Solution: Add SKUs to your products, then click the Retry button on the integration page.

Payment amount exceeds the amount outstanding on this document.

Reason: An overpayment is applied to the Sales order.
Solution: Click the Paid button in your sales order to check the payments. Change the lines to ensure the payments don’t exceed the order total, then click the Retry button on the integration page.

You must specify an Account code or Account ID for the payment.

Reason: A payment method hasn’t been added to the order, or there is no credit card account.
Solution: If no payment method is specified on the purchase order, inFlow defaults to the credit card account. If you’re paying using other methods, please specify it in the order. Otherwise, if you want to keep a blank payment method, then you’ll need to add the credit card bank account in Xero.

Your home currency must match in inFlow and Xero.

Reason: The main currency in inFlow and Xero doesn’t match.
Solution: Check both programs for currency, and correct whichever one needs it.

Xero doesn’t allow you to change your base currency once it’s set, so you may need to change your inFlow currency settings to have them match. Before changing currency settings in inFlow contact inFlow support so we can make sure everything is set up correctly.

The SalesAccountId account is invalid.

Reason: Select a sales-type account (called a revenue account in Xero) in the integration settings.
Solution: Change the account to a revenue account. 

Account must be valid: Tax rate must be valid.

Reason: Xero and inFlow handle rounding differently, causing a discrepancy. inFlow uses the standard unit-of-measure price, and Xero rounds by the unit price rather than the subtotal.

Solution: If the unit price requires more than two decimal places, change the standard unit of measure in inFlow so that the price is two decimal places.

Product SKU “[SKU Number]” is invalid. Check for spaces at the beginning or end of the SKU.

Reason: The SKU number likely contains a hidden space, e.g., ” XXXX” instead of “XXXX”.
Solution: Check for and remove any spaces in the SKU number in inFlow.

The order contains negative quantities or prices ‘[Quantity]’. Please remove or correct them and retry.

Reason: The order contains negative quantities or prices. Xero doesn’t support negative line items—this applies to both products and freight. Since freight is sent to Xero as a separate line item, a negative freight amount could also be causing the issue.
Solution: Please review the order for any line items with negative quantities and prices, including freight. Adjust any negative values as needed.

Verify that the customer/vendor has a single valid email address

Reason: Xero does not support having multiple email addresses in one field. This can prevent the order from syncing properly. An incorrect email format can also cause issues.
Solution: Please check the email field on the order:

Option 1: If there are multiple email addresses, remove one of them and try pushing the order again.

Option 2: If there’s only one email, make sure it’s in the correct format (e.g., name@example.com). Fix it if needed.

Another item with the SKU/Code ‘[SKU Number]’ already exists in Xero.

Reason: An item with this SKU already exists in Xero. Xero treats SKUs as case-insensitive, so values such as “P-09-K” and “p-09-k” are considered identical. Because of this, Xero prevents the creation of another item with the same SKU.
Solution: Please go to Products and Services in Xero and check whether another item is already using this SKU (or the same SKU with different capitalization). If you find a duplicate, update one of the SKUs so that each item has a unique value, then click Retry on the error.

The item’s SKU cannot be longer than 30 characters

Reason: Some SKUs in this order are longer than Xero’s 30-character limit.
Solution: Please check all SKUs in the order and ensure they are 30 characters or fewer. Update any long SKUs in inFlow.

Duplicate order number in Xero.

Reason: The sales order can’t be pushed because there’s already a purchase order in Xero with the same number (or vice versa).
Solution: You need to change the sales or purchase order number that’s causing the error.

The following products already exist in Xero as tracked inventory items. Please update the product SKUs ‘[SKU Number]’ in Xero, deactivate the duplicates, and try again.

Reason: With inFlow, all your items in Xero should be set as non-tracked. If an item is tracked in Xero, it can cause sync issues.
Solution: To fix this, go to Xero: Business > Products and Services > find the item > Edit item, then uncheck Track inventory item. Save your changes.

The selected payment account is not valid or not set as a Bank or Credit Card in Xero. Update the payment account mapping in integration settings, then click Retry.

Reason: This error happens because the payment account used is invalid or not set as a Bank or Credit Card type in Xero’s Chart of Accounts.
Solution: Please check your inFlow mapping with Xero and select the proper account type, either Bank or Credit Card. After updating, click Retry on the error.

The contact is archived in Xero and must be un-archived before creating invoices or credit notes.

Reason: This error means that the contact linked to the invoice in Xero has been archived or merged. Xero doesn’t allow creating new invoices or credit notes for archived contacts.
Solution: Please go to Xero and restore the archived or merged contact. Once the contact is active again, try pushing the invoice or credit note from inFlow.

Currency ‘[Currency]’ is not active. Please enable it in Xero and try again.

Reason: The Xero company doesn’t have the currency used in the order added to its list of active currencies. This prevents the order from being pushed.
Solution: Please go to Settings > Currencies in Xero and add the missing currency. Once it’s added, try pushing the order again from inFlow.

You have reached the limit of invoices you can approve.

Reason: This likely means you’ve reached the monthly limit of invoices your current Xero plan allows you to approve.
Solution: Please check your Xero subscription to see if there’s a cap on the number of invoices you can approve each month. If you’ve reached the limit, you may need to wait until the next billing cycle or upgrade your Xero plan to continue approving invoices.

Payment amounts must be positive amounts

Reason: Xero does not allow payments with a value of $0.00 or negative amounts.
Solution: Please open the order in inFlow and review its payment history. Remove any payments with a value of $0.00 or a negative amount.

Payment not of valid status for modification

Reason: This error occurs when a payment has already been recorded in Xero for the invoice or bill, and inFlow attempts to update that invoice or bill after the payment has been applied.
Solution: Please check the payment in both Xero and inFlow:

Option 1: If the payment details match in both systems, you can safely dismiss the integration error.

Option 2: If the payment details do not match, either add the correct payment to Xero manually and dismiss the error, or unapply (unpay the bill or invoice) the payment in Xero and then click Retry on the error in inFlow.

This document cannot be edited as it has a payment or credit note allocated to it.
OR
To update fields on a paid invoice line item, you must supply a LineItemID; The status AUTHORISED cannot be applied to the invoice because it has payments or credit notes allocated to it

Reason: This error occurs when a payment has already been recorded in Xero for the invoice or bill, and inFlow attempts to update that invoice or bill after the payment has been applied.
Solution: You need to unapply (unpay the bill or invoice) the payment in Xero, then click Retry on the error in inFlow. This will push the updated transaction to Xero. After that, you can apply the payment again.

Your inFlow tax code is not mapped to a Xero tax type. Please open the Xero integration settings in inFlow and update the tax mappings.

Reason: This error occurs when one or more tax schemes in inFlow are not mapped to matching tax schemes in Xero.
Solution: Please go to the Xero integration settings in inFlow and review the tax scheme mappings. Make sure all tax schemes used in inFlow are mapped to the appropriate tax schemes in Xero. Save the changes, then click Retry on the error.

Cannot connect to Xero at the moment.

Reason: This error can occur when an order was modified and then cancelled before inFlow finished syncing the changes to Xero. Since the order is no longer active, the sync cannot be completed.
Solution: If you want the updates from this order to be pushed to Xero, reactivate the cancelled order in inFlow. If you do not need the updates in Xero, simply dismiss the error.

Please add a description to the item in this order.

Reason: Xero requires each invoice line item to have a non-empty product name or description. Values containing only spaces are treated as empty.
Solution: Find the item with the empty product name or description in this order and add a valid description or update the product name.

Xero account (code: ‘[Account code]’) is no longer active. Please reactivate it or update the account mapping in the Xero settings in inFlow.

Reason: The account with the code shown in the error has been archived or deleted in Xero, so inFlow can no longer sync data to it.
Solution: If the account is archived, reactivate it in Xero. If it has been deleted, update the account mapping in the Xero integration settings in inFlow.

Invoice number already exists in Xero.

Reason: The invoice was manually voided in Xero, but its number is still reserved. When inFlow tries to create a new transaction with the same number, Xero rejects it because invoice numbers must be unique.
Solution: In inFlow, locate the sales order and rename it. Once the number is available, retry the error and the transaction should sync successfully.

Add at least one product line to the order, or dismiss the warning if you’ll add items later.

Reason: System warns that the order has no line items.
Solution: Add at least one item to the order to clear the warning, or dismiss it if you plan to add items later.

The mapped tax rate is inactive. Reactivate it in Xero, then retry the error.

Reason: The tax rate assigned to this transaction is no longer active in Xero, so the transaction cannot be synced.
Solution: Reactivate the tax rate in Xero, then retry the error from the Integration page in inFlow.

Unable to retrieve Inventory Assets account balance from Xero.

Reason: inFlow could not retrieve the balance of the mapped Inventory Assets account from Xero. This can happen if the account balance is not being returned by Xero, or if the total inventory value is currently 0 in both inFlow and Xero.
Solution: If your inventory value is 0, add inventory value to your items in inFlow, then go to the integration settings and click Push inventory value. If the error remains, click Retry. If the issue persists, verify that the Inventory Assets account is mapped to the correct active account in the integration settings.