If you’ve encountered an error message when trying to generate an invoice, when voiding an invoice, or when using the Add to Xero button, this guide will help you configure your settings to resolve the issue.
Possible Error Types:
1. Mismatched Xero Account Type: Revenue/Expenses
Example error message:
The TaxType code 'EXEMPTEXPENSES' cannot be used with account code '200'.‘
What’s happening?
This error occurs because your settings in Muzeek aren’t aligned with what Xero expects. Essentially, the options you've selected for this transaction in Muzeek don't match the type of account you've set up in Xero.
For example, if you select the wrong setting in Muzeek based on the type of transaction you're processing (such as paying a Roster Member vs. receiving payment from a Venue), Xero won’t be able to process it correctly.
This could happen when you set the account for Booking Invoices in your Muzeek integration settings that is set up in Xero as an Account Type of "Expenses", but the actual invoice is one where you are the payee (like paying a Roster member). This causes a mismatch with your Xero Chart of Accounts settings.
Another potential issue could be the tax setup in Xero. For example, if the account in Xero is set to use "GST on Expenses," this may also cause a mismatch with your Muzeek settings.
Follow these steps to resolve the issue:
Navigate to the Muzeek account Settings page by clicking the Setting cog icon inside of Muzeek.
Click the Integrations tab.
Scroll down to your Xero Integration section. This is where you can manage your Xero integration in Muzeek.
Review the settings in the dropdown options for relevant configurations, such as Booking Invoice or Commission Invoice. These selections are the “accounts” where invoices will arrive inside of your Xero.
Adjust the options in these dropdowns to match the nature of the transaction:
For transactions where you’re paying for something (for example, paying a Roster member), select an option that is set up as an Expenses account.
If the transaction involves selling something (for example, receiving payment from a venue), select an option that is set up as a Revenue account.
Chart of accounts within Xero
2. Xero Account Not Set
Example error messages:
“No Xero Account found for this invoice type”
“Account code or ID must be specified”
“The TaxType field is mandatory”
"The [DESIRED_FIELD] cannot be longer than 50 characters"
What’s happening?
This error occurs because you haven’t assigned a Xero account for the corresponding Xero Account dropdown menu for this invoice type under your Xero integration settings. Ensure an account is selected, as leaving it set to '-Nothing Selected Yet-' will trigger this error when you try to generate an invoice for that invoice type.
Note: Select an account in Xero that matches the type of payment you expect for this invoice type. For example, if you are the payer of booking payments, the selected Xero account in your Booking Invoice dropdown should be set up to handle expenses in your account settings
Follow these steps to resolve the issue:
Navigate to the Muzeek account Settings page by clicking the Setting cog icon inside of Muzeek.
Click the Integrations tab.
Scroll down to your Xero Integration section. This is where you can manage your Xero integration in Muzeek.
Review the Invoice type dropdown options to ensure they have an account selected. Leaving a dropdown as '-Nothing Selected Yet-' and generating an invoice of that invoice type will fail to send to Xero. Choose accounts that match how you manage payments—for example, an expense account if you're the payer or an income account if you're receiving payments.
3. Refund or Voiding a Paid Xero Invoice
Example error messages:
“The invoice you are trying to allocate to has already been paid off”
“Credit Note cannot be allocated as amount is greater than amount outstanding”
“Payment amounts must be positive amounts”
“You cannot make a payment against more than one document. Specify only one of: Invoice, CreditNote, Prepayment, Overpayment”
What’s happening?
This error may occur when you refund a payment or void an invoice in Muzeek, and the corresponding invoice in Xero is marked as paid. To resolve this issue, we suggest unmarking your invoices as paid in Xero / removing payments in Xero, before refunding or voiding the payment in Muzeek
Note: A credit note may have been created, but not attached in these cases, so you might need to check for extra credit allocated in Xero, but not attached to your invoice.