Exporting orders from Mintsoft to Xero is essential for maintaining accurate financial records and streamlining your operations. However, various issues can prevent orders from exporting successfully. This guide helps you understand common causes of export failures and provides practical steps to resolve them, ensuring a smoother integration between the two systems.
Integrating with Xero
Below you will find the articles needed to integrate with Xero:
Xero 3PL Integration: Used to invoice clients for charges like picking, shipping, and storage.
Xero Multi Channel Integration: Used to import/ export sales orders as well as import POs into Mintsoft as ASNs.
Xero FAQ
Why orders fail to export from Mintsoft to Xero
Several factors can cause order exports to fail. Understanding these common issues helps you diagnose and resolve problems quickly.
Xero system errors
Xero system errors or issues can prevent successful order exports. Additionally, if multiple users edit an order simultaneously in Mintsoft, this can cause conflicts when the order is exported to Xero.
Invalid order data
If a discount applied to an order exceeds the order total, Xero rejects the export due to a discrepancy in line totals. For example, you might see an error message stating "The line total -14.00 does not match the expected line total 0.00".
Duplicate orders
If an order already exists in Xero, a subsequent export attempt will fail. This leads to an error such as "already exported to Xero".
How to resolve export errors
Follow these steps to identify and fix export failures between Mintsoft and Xero.
Review and clear export errors in Mintsoft
Navigate to Mintsoft's error logs.
Identify any failed exports.
Clear the errors.
Retry the exports, ensuring no conflicts remain.
Fix data discrepancies
For line total errors:
Adjust discounts or order values to ensure data matches Xero's expectations.
Re-export the order after correcting any mismatched data.
Handle duplicate orders
Verify if an order has already been exported to Xero by checking in both Mintsoft and Xero.
Avoid re-exporting previously exported orders.
How do I disconnect from Xero within Mintsoft?
To Disconnect from Xero, please do the following:
Click Connect then Accounting Integrations.
Next, click Xero and then click Disconnect next to the relevant account.
We’ll disconnect from Xero but leave all your data as it is.
Can orders in InvoiceFailed status export to Xero?
Orders with InvoiceFailedNoCourierPrice status can export to Xero:
Default export statuses include Despatched and Invoiced.
You must add InvoiceFailedNoCourierPrice to the connection's Order Statuses To Export Orders In list for these orders to export.
When do I need to map Xero accounts to Mintsoft?
When using the Integration in Accounting mode, as a Multi-Channel retailer or Client of a 3PL, you must map some default Account Codes. We’ll use these when creating Items in Xero to allow your Orders to export seamlessly.
If you are a 3PL and are using the integration in Fulfillment Accounting mode, then, you will need to map each of the Mintsoft cost centres, to an Account in Xero. This will ensure that when you export client invoices to Xero, the costs appear against the relevant Xero account.
Why do I need to map Xero accounts in Mintsoft?
Mapping accounts in Xero depends upon the type of integration in use, but doing so allows Mintsoft to accurately export the data to Xero with all the income/expenses correctly allocated to the relevant account code.
How often does Data Sync between Xero and Mintsoft?
This is completely configurable! Mintsoft has values for sync schedules, so as an example; by default, every 15 minutes we’ll check Xero for new Sales Orders to import when in Accounting mode.
How do I know if an Order has been exported to Xero?
Once an order has been exported from Mintsoft to Xero when in Accounting mode, there will be a small Xero logo in the Tags column on Order Overview, so you can see which orders have been exported briefly.
How will I keep track of which 3PL invoices I’ve exported to Xero?
Once you’ve configured Mintsoft to use Xero when exporting 3PL Accounting Invoices, you’ll have a button to Export the Invoice in Mintsoft. Once it’s gone to Xero, you’ll also have the option to view the Invoice in Xero, making it easy to see where they are, and keep track.
Preventing recurring issues
To maintain smooth order exports and reduce processing errors:
Regularly monitor for and resolve errors promptly to avoid accumulation of unexported orders.
Coordinate edits to orders to prevent conflicts caused by simultaneous user edits.
Validate order data thoroughly, especially around discounts and totals, before initiating the export process.
By understanding these common issues and applying the suggested resolutions, you can ensure smoother exports from Mintsoft to Xero and reduce downtime caused by processing errors.