This document will explain how to fix the following issue when approving invoices in Xero:
Each price book contains an External ID that is used to match invoices exported to Xero to the correct account in your chart of accounts. This will need to be set to which account you want to use. The default setting is 100.
You have 2 options to fix this problem:
1) Create a new account in your Xero chart of account with the code of 100 for GST Free sales
2) Update your price books in ShiftCare to match the account code you wish to use in your Xero chart of accounts
Both solutions are explained below:
OPTION 1 - Create New account in Xero chart of accounts
In Xero, go to Accounting > Chart of accounts
Click on Add Account
Set the code to 100 and ensure you have selected the right type, given it a name, and set the default tax setting. If you aren't sure what you should do here, please refer to your accountant
This will fix your issue, and you should now be able to import invoices and approve them (if you have any previous imported invoices you will need to delete the drafts and import again)
OPTION 2 - Update your price books in ShiftCare to match the account code you wish to use in your Xero chart of accounts
How to find your account codes in Xero
In Xero, click on Accounting > Chart of accounts
If you are unsure which account code you want to use, please refer to your accountant.
Edit your price books in ShiftCare
Each price book in ShiftCare will need to have the External ID updated to match the account code you wish to use.
In ShiftCare, go to Account > Prices
Click on the Pencil Icon for each Price Book and change the External ID
NOTE: This needs to be done for EVERY price book, including any new ones you create/import from NDIS
If you have previously exported invoice and sitting in draft in Xero, you will need to delete the drafts and make a new export to import to Xero.
Below is a video explaining the above