This guide will list some of the common errors you may get when exporting to Xero, the possible causes, and how to fix them.
Timesheet is not a Draft Timesheet
Timesheets already exists / Timesheets can not be overwritten
Exporting wrong rates even AFTER re-syncing and reapproving
Export Failed - Xero Validation Exception Earnings Rate Does not Exist
Export Failed - Employee - happens when retrieving data of this Employee from Xero
Employee Pay Template Error (US accounts only)
Validation Exception Error
Possible Reasons
Leave names do not match between Deputy and Xero
Hire date is after the start of the pay period
Possible Solutions
Check leave items in the timesheets, and use this to match the leave name in Xero - they must match
If pay rates have been changed recently, re-sync the employee, or re-approve the timesheet
Check leave names in Deputy and edit them to match in Xero
Employees Not Found
Possible Reasons
Xero connection drop-out
Name/email of employee doesn't match between Xero and Deputy
Possible Solutions
Disconnect Xero and reconnect
Invalid Leave Period
Possible Reason
Xero pay calendar does not match the date range set in Deputy
Possible Solutions
Match the exported pay period between Deputy and Xero
Timesheet is not a Draft Timesheet
Possible Reasons
The timesheets have already been approved in Xero
Possible Solutions
In Xero, revert timesheets to "Draft" status
Timesheet already exists/Timesheet cannot be overwritten
Possible Reasons
Employee has submitted a timesheet in Xero
Possible Solutions
Decline the timesheet and revert it to 'Draft' status. Attempt to export the timesheet again
Rates exported to Xero (from Deputy) are wrong, even AFTER re-syncing the employee and re-approving the timesheet
Possible Reasons
Employee is syncing to previous (discarded) employee profile in Xero
Possible Solutions
Turn off Auto-Sync
Check if there's a duplicate employee in Xero (check under history)
Check if employee shares an email in Xero with another employee
Contact Deputy Support, as we may need to edit settings in the backend
Superannuation Error
Possible Reasons
No superannuation in employee's template in Xero
Possible Solutions
Add superannuation in employee's pay template in Xero
Scope Not Recognised
Possible Reasons
Xero account is from a country we do not integrate with/support
Possible Solutions
We can only export to Xero instances from Australia, New Zealand, United States and United Kingdom
Export Failed - Xero Validation Exception Earnings Rate Does not Exist
Possible Solutions
Check which team member(s) are causing the problem by exporting in small batches to isolate the problem
Check pay template (check if Allowances items are set up as hourly)
Check if the latest pay rates have been synced
Sync team members, unapprove then reapprove.
Export Failed - Employee - happens when retrieving data of this Employee from Xero
Possible Solutions
Check base rate is assigned in the Employment and Pay Template tab and then export again.
Contact Support
Employee Pay Template Error (US accounts only)
Currently, Deputy pulls ordinary rates from Xero. However, in the case of our award library, you can override Xero's pay rates in favour of Deputy's. There is a known issue where exporting Deputy's rates over Xero's will cause duplicate pay items, and thus, creates errors within Xero. Such errors include incorrect overtime rates and employees all being paid the same amount when different rates are to occur.
To fix this, log into Xero and edit the employee's pay template. Ensure that they are assigned the correct pay rules in the employee payment tab. In addition, if the user uses shift loading or period loading with a fixed hourly rate, these pay rules should be assigned to the employee's template (see image below).
You will also need to modify and correct the employee ordinary rate within the employee's profile in Xero.
Please note that if the employee template is not fixed, the hourly rate from that pay rule will inherit the existing pay item, causing every employee to have the same hourly rate.
Additonal Note: This error exists only for our customers in the US. This will not affect Xero users in AU.