Each price book has an External ID that links exported invoices to the correct Xero account in your chart of accounts. This External ID must match the Xero account you want to use. By default, it is set to 100.
You have 2 options to do this:
Option 1: Create or Update Your Xero Chart of Accounts
Instead of creating a completely new account, you can either:
Update your existing Sales account in Xero so that its account code matches 100, or
Create a new Sales account in Xero with the code 100 for GST-free sales.
To do this:
In Xero, go to Accounting > Chart of Accounts.
Either click your existing Sales account to edit it or click 'Add Account' to create a new one.
Set the code to 100 and make sure you select the correct account type, name, and default tax setting (if unsure, check with your accountant).
You should now be able to import invoices and approve them.
If you previously exported invoices that are now in draft status in Xero, delete those drafts, edit your chart of accounts code, then re-export the invoices from ShiftCare.
Option 2: Update Your ShiftCare Price Books
You can update your ShiftCare price books to match the account code you want to use in your Xero chart of accounts.
In Xero, go to Accounting > Chart of Accounts and confirm the account code you want to use (e.g., 100 or 200). If you are unsure which account code you want to use, please refer to your accountant.
In ShiftCare, go to Account > Prices.
Click the pencil icon next to each price book.
Update the External ID to match your chosen Xero account code, and save your changes.
Note: This must be done for every price book, including new ones you create or import from NDIS.
If you previously exported invoices that are now in draft status in Xero, delete those drafts, edit your price book External ID, then re-export the invoices from ShiftCare.
Troubleshooting
This guide will also explain how to fix the following issue when approving invoices in Xero:
For further assistance with Setting the Account Code for Xero Invoices, please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.