Common Xero errors and solutions

Are you encountering issues processing payroll in RosterElf or difficulties syncing with Xero? While RosterElf automates much of the process, problems can arise when account details don’t align between both platforms.

This article addresses the most common error messages users experience and provides simple steps to resolve them. By following these quick guides, you’ll be able to fix the issues and get back to processing payroll smoothly.

This issue happens when employee details in RosterElf don’t match Xero. Check if both platforms’ spelling, characters, and cases (upper/lower) align.

Sometimes, this error occurs due to duplicate employee records in Xero. To fix this, remove the duplicate staff member in Xero and contact the RosterElf support team. We will manually disconnect the duplicate, and the system will automatically relink the correct staff member.

If you’re using Xero with employees across multiple sites linked to various Xero entities, this issue may arise. Please contact the customer support team for assistance.

Errors related to payroll cycle mismatches can occur if the payroll cycle in RosterElf doesn’t match the one in Xero. For example, one may be set to weekly and the other to fortnightly.

If you have different payroll calendars in Xero, ensure all staff (active and inactive) are set to the same payroll calendar. For more information, follow this payroll cycle solution guide.

This error occurs when RosterElf sends payroll data to Xero, but the employee in Xero doesn’t have the corresponding pay items. Ensure the same pay items are assigned to staff in both Xero and RosterElf. This problem often arises after changes in Xero, like pay rate or award adjustments, which are not updated in RosterElf.

If your payroll cannot be processed due to a Missing Pay Calendar error, this must be corrected in Xero. Follow the instructions in the missing pay calendar solution guide.

When payroll processing fails due to a Missing Ordinary Hours Rate error, this needs to be resolved in Xero. Use the ordinary hours rate solution guide to fix the issue.

The TrackingItemID error requires every timesheet line to have a TrackingItemID. Learn how to resolve this issue by following the TrackingItemID solution guide.

This article explains the most common errors encountered when sending leave data from RosterElf to Xero and provides solutions for each issue. By following these steps, you can resolve issues such as missing leave types, earnings rates, and mismatched payroll calendars, ensuring smooth data integration between RosterElf and Xero. This guide benefits users by simplifying error resolution, saving time, and minimising disruptions in employee leave management.

This section explains how to resolve errors related to missing leave types in Xero. Setting up leave types ensures that leave data from RosterElf is accurately reflected in Xero. Follow the steps provided to assign default or additional leave types to an employee. For full details, refer to Xero’s guide on setting up employee leave entitlements.

1.1.1. Log into Xero.

1.1.2. In the Payroll menu, select Employees.

1.1.3. Choose the relevant Employee.

1.1.4. In the Employment tab, confirm the employee has a payroll calendar and earnings rate.

1.1.5. In the Leave tab, select Assign Default Leave Types.

1.1.6. Click on the balance shown under the leave type to edit accrual settings.

1.1.7. Select the Leave Calculation Method and complete the remaining fields.

1.1.8. Click Save.

1.2.1. In the Payroll menu, select Employees.

1.2.2. Click the employee’s name.

1.2.3. In the Leave tab, select Assign Leave Type.

1.2.4. In the Leave field, choose the desired leave type.

1.2.5. Select a Leave Calculation Method and complete the fields.

1.2.6. Choose Not Paid Out or Paid Out for termination balance treatment.

1.2.7. Click Save.

This section covers the steps needed if the employee does not have an Ordinary Hours earnings rate in Xero. Assigning this rate is essential for correct leave accruals and payments. Refer to Xero’s guide on adding an employee for additional information.

2.1. Log into Xero.

2.2. In the Payroll menu, select Employees.

2.3. Choose the Employee.

2.4. Go to the Employment tab.

2.5. Under Ordinary Earnings Rate, select the employee\‘s usual earnings rate. Ensure this rate matches the one in the employee\‘s pay template.

2.6. Click OK and then Save.

This section provides steps to fix issues arising from mismatched pay calendar cycles between RosterElf and Xero. Ensuring the pay cycle aligns in both systems is critical for accurate payroll processing. More information can be found in Xero’s guide on adding an employee.

3.1. Log into Xero.

3.2. In the Payroll menu, select Employees.

3.3. Choose the Employee.

3.4. Go to the Employment tab.

3.5. Under Payroll Calendar, set the employee’s pay frequency to match the cycle in RosterElf.

3.6. Click OK and then Save.

1. What should I do if a leave type is missing for an employee in Xero?
Ensure the missing leave type is assigned by navigating to Payroll Employees [Employee Name] Leave in Xero. You can then assign either default or additional leave types, ensuring the leave data from RosterElf accurately integrates with Xero.

2. How do I set up an ‘Ordinary Hours’ earnings rate for an employee in Xero?
To assign the Ordinary Hours earnings rate, go to Payroll Employees [Employee Name] Employment in Xero. Under Ordinary Earnings Rate, select the correct earnings rate and confirm it matches the rate in the employee’s pay template.

3. What steps should I take if the pay calendar cycle doesn’t match between RosterElf and Xero?
To align pay cycles, navigate to Payroll Employees [Employee Name] Employment in Xero and update the Payroll Calendar to match RosterElf’s pay cycle. This ensures seamless payroll processing. More information on this process can be found in Xero’s guide on adding an employee.

4. Why is accurate leave setup important for RosterElf and Xero integration?
Accurate leave setup is crucial to reflect employee leave data correctly in both RosterElf and Xero. It minimises payroll errors, ensuring leave accruals and payments are correctly processed without disruptions.

5. How can I confirm that a leave type has been successfully added to an employee in Xero?
After adding a leave type, check the Leave tab in the employee’s profile under Payroll Employees in Xero. You’ll see the assigned leave types with their accrual settings, confirming successful integration.

If you encounter error messages related to the organisation type in RosterElf while using Xero, this guide provides solutions to resolve them. Incorrect organisation types can prevent timesheets from importing correctly, especially if Individual is selected instead of Sole Trader or other valid types. This article explains how to resolve this by updating your organisation type in Xero.

This section covers the common error messages related to Xero’s organisation type settings and explains why they might occur in RosterElf. Understanding these errors helps you quickly identify and correct organisation type issues for seamless timesheet imports.

1.1.1 Error Message: Invalid value for ‘organisation_type’, must be one of ACCOUNTING_PRACTICE, COMPANY, CHARITY, CLUB_OR_SOCIETY, LOOK_THROUGH_COMPANY, NOT_FOR_PROFIT, PARTNERSHIP, S_CORPORATION, SELF_MANAGED_SUPERANNUATION_FUND, SOLE_TRADER, SUPERANNUATION_FUND, TRUST.

1.1.2 Explanation: This error means the organisation type in Xero doesn’t match an accepted value. Ensure it’s one of the listed valid types.

1.1.3 Suggested Fix: Check and update your organisation type in Xero to align with one of the following: Sole Trader, Company, Partnership, Not for Profit, Trust, Charity, Accounting Practice, Look Through Company, Self-Managed Superannuation Fund, Superannuation Fund, or S-Corporation.

1.2.1 Error Message: Xero does not allow your ‘Organisation type’ to import timesheets.

1.2.2 Explanation: This issue often arises if Individual is set instead of Sole Trader or another acceptable organisation type.

1.2.3 Suggested Fix: Update your organisation type in Xero by visiting Xero Organisation Settings and selecting from the approved types below:

• Sole Trader
• Company
• Partnership
• Not for Profit
• Trust
• Charity
• Accounting Practice
• Look Through Company
• Self-Managed Superannuation Fund
• Superannuation Fund
• S-Corporation

1. Why does RosterElf show an “Invalid value for ‘organisation_type’” error?
This error occurs because the organisation type in Xero doesn’t align with a valid selection. To fix it, ensure that Xero is set to one of the accepted organisation types like Sole Trader, Company, or Partnership.

2. How can I resolve the “Xero does not allow your ‘Organisation type’ to import timesheets” error?
This error typically appears when the organisation type in Xero is set to Individual. To fix it, update your organisation type in Xero to a valid type, such as Sole Trader, Company, or Charity.

3. What organisation types in Xero are compatible with RosterElf?
Compatible organisation types include Sole Trader, Company, Partnership, Trust, Charity, Accounting Practice, and others. Using a compatible type ensures smooth timesheet imports.

4. Can I select ‘Individual’ as my Xero organisation type in RosterElf?
No, selecting Individual may prevent timesheet imports in RosterElf. Instead, choose a valid organisation type like Sole Trader or Partnership to avoid issues.

5. Where can I update my organisation type in Xero?
You can update your organisation type in Xero by going to Xero Organisation Settings and selecting a compatible organisation type such as Sole Trader, Not for Profit, or S-Corporation.

When processing payroll for fixed salary staff on a different pay calendar to Xero, you might encounter an error stating that employees are on different pay calendars. This article provides simple steps to resolve the issue, ensuring you can process payroll smoothly.

This section will help you recognise the Xero error in RosterElf, where fixed-salary employees cannot be processed due to being on a different pay calendar. Understanding the issue is key to resolving it efficiently.

1.1.1 You’ll notice that the fixed salary employee is greyed out and cannot be unticked from the payroll view in RosterElf when in the by day filtered view.

This section explains how to change the filtered view to address the visibility issue for fixed salary staff when using the Xero integration with RosterElf.

2.1.1 Click on the relevant field to switch the filtered view to by employee in RosterElf.

2.1.2 This will show all period shifts by the employee.

In this section, you will learn how to untick salaried staff from the payroll process in RosterElf to Xero.

3.1.1 In the by employee view in RosterElf, find the salaried staff.

3.1.2 Untick them by selecting the bottom box for all salaried employees.

After resolving the issue with different pay calendars, this final section guides you through completing the payroll process to Xero.

4.1.1 Now that salaried staff have been unticked in RosterElf, you can proceed to process payroll.

4.1.2 Follow the detailed payroll processing guide to Xero for final instructions.

These steps will fix the Xero error related to employees on different pay calendars and ensure smooth payroll processing.

If you’ve received the Xero Connection Error message, it means your Xero account does not have Payroll enabled. RosterElf requires Xero’s payroll feature to manage your employee data seamlessly. This guide explains how to check and enable the payroll settings in Xero to ensure smooth integration with RosterElf. By following these steps, you can resolve the connection issue, connect Xero to RosterElf, and take advantage of Xero’s payroll dashboard features. This setup ensures your payroll data is managed efficiently, reducing manual tasks and helping you keep employee records up-to-date.

To connect RosterElf with Xero, you need to set the Organisation Type in Xero, ensuring it’s compatible with RosterElf. This step is essential to start using Xero for payroll and avoid connection issues.

1.1.1 Log in to your Xero account.

1.1.2 Go to Organisation Details from the main menu.

1.1.3 Check the Organisation Type setting, considering the types supported by RosterElf.

1.1.4 If needed, update the Organisation Type to align with RosterElf’s requirements.

1.1.5 Save changes before proceeding.

Enabling payroll in Xero is necessary for full functionality with RosterElf. Follow these steps to enable payroll and avoid the Xero Connection Error message. Once payroll is active, you can manage employee data directly in Xero’s payroll dashboard.

2.1.1 Go to Xero Payroll Dashboard.

2.1.2 Check if payroll is already set up.

For more detailed setup, refer to Xero’s payroll guide.

2.2.1 Follow the preparation steps in Xero’s payroll article.

2.2.2 Confirm all required payroll fields and settings are completed.

Once payroll is set up in Xero, you’re ready to reconnect to RosterElf. This process ensures that RosterElf can access necessary payroll details, eliminating previous connection errors.

3.1.1 Return to RosterElf and click Try Again to reconnect to Xero.

3.1.2 Verify that the connection is successful and no error messages appear.

1. Why am I seeing the Xero Connection Error message?
The Xero Connection Error appears when payroll is not enabled in your Xero account. RosterElf requires Xero\‘s payroll feature to manage employee data. Enabling payroll in Xero should resolve this issue.

2. How can I enable payroll in Xero for RosterElf?
To enable payroll, go to the Xero Payroll Dashboard and follow the setup steps. Once complete, payroll data will sync with RosterElf, allowing seamless integration.

3. What is the Organisation Type setting, and why is it important?
The Organisation Type in Xero needs to align with RosterElf\‘s requirements for successful integration. You can check and update this setting in Xero’s Organisation Details section.

4. How do I check if payroll is already set up in Xero?
Visit the Xero Payroll Dashboard to see if payroll is active. If payroll is not set up, you will need to follow Xero’s guide to enable it for use with RosterElf.

5. How can I reconnect Xero to RosterElf after enabling payroll?
Once payroll is enabled, go back to RosterElf and select Try Again to reconnect. This should resolve any previous connection errors and allow access to Xero\‘s payroll features in RosterElf.

This article provides a step-by-step guide to resolve the error message stating, We are unable to process the leave XXX request for X hours to Xero for employee XXXXX. This employee doesn’t have XXXX enabled in Xero in their profile. Please log into Xero, assign XXXX to this employee and try again. This error typically occurs when a leave type has not been assigned to an employee in Xero. Following this guide will ensure that your employees have the correct leave types set up in Xero, allowing seamless leave request processing.

For further details, refer to Xero’s in-depth article here.

Note: The steps outlined below are performed within Xero.

Assigning default leave types to an employee in Xero is crucial to ensuring they are eligible for leave entitlements. This section guides you on assigning Xero’s default leave types to employees with a full-time or part-time employment basis.

1.1.1 Log into your Xero account and go to the Payroll menu.

1.1.2 Select Employees.

1.1.3 Click on the employee’s name to open their details.

1.1.4 Under the Employment tab, verify that a payroll calendar and earnings rate are assigned to the employee.

1.1.5 Go to the Leave tab and select Assign Default Leave Types.

1.1.6 Click on the balance shown in blue under a leave type to modify default accrual settings.

1.1.7 Select the Leave Calculation Method and complete the required fields.

1.1.8 Click Save.

If a specific leave type is unavailable when processing payroll, you can create and assign a new leave type. This section outlines the steps to add additional leave types in Xero’s payroll settings.

2.1.1 In Xero, click your organisation name and select Settings.

2.1.2 Under Features, click Payroll settings.

2.1.3 Go to the Pay Items tab and select Leave.

2.1.4 Click Add, then choose Paid Leave or Unpaid Leave.

2.1.5 Enter a name for the leave type. (If selected, this name will show in the employee\‘s Leave tab and on their payslip.)

2.1.6 Enter the remaining details and click Add.

After creating a new leave type, it must be assigned to an employee to allow them to request leave under this type. Follow these steps to complete the assignment.

3.1.1 In Xero, go to the Payroll menu and select Employees.

3.1.2 Click on the employee\‘s name to open their details.

3.1.3 In the Leave tab, select Assign Leave Type.

3.1.4 From the Leave field, choose the leave type you want to assign.

3.1.5 Select a Leave Calculation Method and fill out the necessary details.

3.1.6 Choose between Not Paid Out or Paid Out for outstanding leave balances upon termination.

3.1.7 Click Save.

This guide explains how to align payroll cycles on an employee’s card in Xero to ensure they match with your RosterElf payroll settings. Following these steps will prevent payroll processing errors, like mismatched payroll cycle alerts, which can disrupt your workflow. This article will help you review and adjust payroll cycles for smooth integration between RosterElf and Xero.

Understanding the cause of the payroll cycle mismatch error will allow you to correct it efficiently. The error typically appears when RosterElf and Xero payroll cycles (weekly vs. fortnightly) do not align, causing processing conflicts.

1.1.1 The error indicates a payroll cycle mismatch between Xero and RosterElf.

1.1.2 Check if RosterElf’s payroll cycle is set to weekly while an employee’s Xero card is set to fortnightly, or vice versa.

1.1.3 If so, an alert similar to the displayed example will appear, pointing to the discrepancy.

Follow these steps to resolve payroll cycle alignment issues between RosterElf and Xero. You can either update the employee’s payroll cycle in Xero or adjust RosterElf settings to match your Xero configuration.

2.1.1 Log into your Xero account.

2.1.2 Go to each employee’s file and select the Employment tab.

2.1.3 Confirm that each employee’s Payroll Cycle matches the RosterElf setting (weekly or fortnightly).

2.2.1 If you prefer to use a fortnightly payroll cycle, log into RosterElf.

2.2.2 Go to Payroll and click the settings gear icon in the top right.

2.2.3 In the Payroll Settings modal, open the Calendar tab and select Fortnightly from the Pay Cycle dropdown to match Xero’s configuration if it differs.

2.2.4 Click Save.