Overview
When integrating with any 3rd party platform there can be disruptions between the various platforms or issues regarding the data transfer.
Profiler provides a Xero Integration Log which helps you see the invoices/payments that are being transferred to Xero, and if there is any issues with them.
To get to the Xero Integration Log go to Setup > Integration > Xero Integration Log which by default will show all the invoices/transactions going FROM Profiler to Xero.
Note: If you are integration FROM Xero back to Profiler, you can look at the Setup > Integration > Xero Integration Log (Inbound)
Log Information with Errors
A Xero Integration Log with errors will show with yellow text under the invoice in question.
Sometimes you can simply see the error thrown back from Xero and the cause. You can always provide a copy of the yellow background text to Profiler Support for help in diagnosing issues with Xero integration.
At the end of the error message is the text (retry) you can click on this and it will re-attempt the integration with Xero. This can be helpful after a system outage and the data has not correctly transferred due to the outage.
General Overview of Screen
The data provided on the Integration Log screen allows you to diagnose any issues with the integration or provide a “link” between the Profiler data and the Xero data. Depending on your configuration it could generate a variety of different invoices.
The key details shown are:
- Date/Time – the date and time this request was attempted to be sent to Xero
- Status – the state of the invoice sending to Xero from Profiler. This might be Delivered, Errored, Pending etc.
- Invoice ID, this allows you to view the invoice lines for the selected invoice (ie. the details that Profiler will send to Xero on the invoice), and also the Invoice number that Profiler will create/update in Xero – this number is helpful for searching in Xero for the linked Invoice.
- Client – the client (if applicable) that the invoice has been issued against in Profiler. If using DEP based invoicing for Xero, this will be blank.
- Information Information – shows the total amount of the invoice that will be created in Xero
- Client – if a client is to be created in Xero and if it has (or has not) successfully done this in the integration process.
- Invoice – if a invoice is to be created in Xero and if it has (or has not) successfully done this step in the integration process
- Payment – if a payment is to be made against the Xero invoice and if it has (or has not) successfully done this step in the integration process.
- Xero Response – this is the latest status of the invoice in Xero
This allows for information to show you the tasks the system is processing and if there are any errors.
Common Errors
Some of the key words in the error do allow you to find out what might be going on. Profiler Support can help in these situations, however, looking for some of these keywords will help you maybe diagnose the issue
The status AUTHORISED cannot be applied to the invoice because it has payments or credit notes allocated to it. – this is when you have stored in the invoice in Xero as PAID and you have subsequently updated the payment in Profiler. As per normal Xero rules you cannot modify an invoice once there is a payment associated with it. Should you need to, you will need to remove the payment in Xero and choose retry in the Log for the item to send across the data to Xero from Profiler again.
AuthenticationUnsuccessful – often caused when there has been an outage on the Xero side of system and when profiler tried to send the invoice, Xero rejected it. It is usually safe to hit retry at this time, and the invoice will likely go through
An existing contact could not be found using the specified contact details or The contact name XXXX is already assigned to another contact.– this often occurs when there is multiple records (if using line-by-line payments) of the same client/name in Xero – you follow the steps to force a client in Profiler to a specific client in Xero via – Linking a Profiler Client to a Xero Contact – Profiler Knowledge-Base Support
Invoice # must be unique. – this means there is already a invoice in Xero with this expected number. DEP issued numbers will be DEP-xxxxx and line-by-line payments will be PAYxxxx – you should not create invoices in Xero with this same prefix range.