Part 4: Troubleshooting a Tax Type Export Error

If an export failure is encountered, this could caused by a crucial mismatch between the Xero Account Code Type and the UniPhi Tax Rate Type.

• Error Cause: Xero sees Account Code 412 as an Expense (a cost contract) and expects a GST Input tax rate. However, the transaction was assigned a tax rate that resolved to the taxType code 'OUTPUT' (typically for revenue).

  
  

Step 4.1: Re-map the Tax on the Contract

The solution is to correct the tax rate assigned to the contract line item to resolve the taxType mismatch.

1.In UniPhi, return to the relevant Contract and go to the Value tab.

2.In the Deliverable row, change the selection in the Tax column.

• Change the tax from the initial selection (which led to the OUTPUT error) to the final corrected selection (GST Output in this system's specific configuration).

  
  

3.Save the contract details.

Step 4.2: Re-Export the Corrected Invoice

1.In UniPhi, navigate to Configuration > Accounting integration > AP Invoices.

2.Delete the Failed Export: Select the failed invoice and Delete it from the export queue (this cleans up the log, not the claim document).

3.Return to the Contract and Re-Certify: Re-certify and sign the claim to ensure the corrected tax rate is now embedded.

4.Re-Export: Return to AP Invoices. The corrected invoice will reappear. Select it and click Export to Xero.

5.Verification: The status of the invoice will successfully change to Exported.

Step 4.3: Verify Transaction in Xero

Confirm that the bill is now visible in Xero.

1.Log in to Xero.

2.Navigate to Accounting > Reports and run the Account Transactions report for the relevant date range.

3.The successfully exported bill (e.g., INV-1234 for $22,000.00) will now appear in the Xero transaction list under the designated expense Account Code (412).

Other Common Export Errors

In the event that an invoice fails to export, it will appear in the Failed status filter view. The failure message presented originates from Xero and is just being displayed on the UniPhi interface. This means the user can google the error message to find the solution to fix it. Below are a few common errors that occur:

1.Some line items do not have account codes.

Occurs when an invoice document has been produced prior to changes to the UniPhi chart of accounts. To resolve this issue you will need to ensure your contact deliverables are mapped to the correct and current chart of accounts, then delete the problematic document and recreate it.

2.UniPhi account codes 'Xx.Nn', 'Xy.Nn' cannot be found in Xero accounts.

Occurs when a chart of accounts code exists in UniPhi, but is not present in Xero. To resolve, go into Xero and manually create the missing code entry. Make sure that your new account entry in Xero matches the code in UniPhi’s chart of accounts

3.Another contact has this contact number. Please use a different contact number.

Occurs when there are duplicate contacts in Xero and the one that is linked to UniPhi gets deleted. The correct contact needs to be restored in Xero or you need to merge the contact in UniPhi with the contact in Xero from the Contacts sub-nav.

→ Part 5: Advanced Tax Mapping Best Practice