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Troubleshoot and understand Xero exports

The Oolio One integration with Xero exports sales and takings information when a Shift is closed in Oolio One. If an export is missing, an account is unavailable for mapping, or an invoice looks different than expected, use the information below to understand the most common causes.

Why is the Xero invoice total $0?

The invoice created by the integration is designed to balance the sales and takings recorded in Oolio One.

  • On the Xero invoice:

    • Sales revenue, including applicable Discounts and Surcharges, appears as positive values.
    • Payment data appears as negative values.
    • The positive and negative values balance each other.
    • The resulting invoice total is $0.00.

  • A $0 invoice total does not mean that no sales were exported.

Why is a GL account missing from the mapping options?

Only Xero GL accounts with supported account types and configurations are available for mapping in Oolio One.

  • If an expected account is missing, check:

    • The Xero GL account uses a supported account type.
    • Enable payments to this account is enabled where required.
    • The account is not a Header or Locked account.

  • Bank accounts and other Locked accounts cannot be used for these mappings.

See 🔗 Configure Xero GL Accounts for more information about the required Xero accounts.

What is the difference between Draft and Approved invoices?

The integration can create Xero invoices in either a Draft or Approved state.

  • Draft:

    • A Draft export creates a $0 invoice that remains editable in Xero.

    • Revenue is recorded as positive line items and payments as negative line items, balancing the invoice to $0.

    • The invoice must be manually reviewed and approved in Xero.

  • Approved:

    • An Approved export sends the invoice to Xero in an Approved state.

    • Xero applies the payments to the invoice and the invoice is finalised. It cannot then be edited.
    • Use this option when exported invoices do not need to be reviewed or adjusted after being posted to Xero.

How are On Account sales exported?

Sales and takings associated with On Account activity are included in their respective totals once the Customer Account balance has been paid.

Individual Customer Account invoices are not exported to Xero by this integration.

What should I do if an expected Xero invoice is missing?

The integration does not provide a self-service option to manually export an invoice.

If an expected invoice has not been created as part of the normal export process, contact Oolio Support for assistance.

Can previous sales be exported to Xero?

Previous sales cannot be manually exported using the standard integration workflow.

Contact Oolio Support for assistance with exporting invoices for previous dates.