Error Codes from Xero

If you experience any error codes while exporting your timesheets to Xero, we have listed some potential reasons and solutions below.

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This article covers the following errors:

• Invalid Employee ID
• Invalid Earning Rate ID
• Provided period doesn't correspond with a pay period
• Timesheet already exists
  
• TrackingitemID is required
  
• Tracking Option does not exist
  
• No timesheets to submit to Xero
  
• Session Expired
  
• You do not have sufficient access
  

Xero Error Message: { "Id": "####", "ProviderName": "OWNA/erly", "ErrorNumber": 0, "Type": "Error", "Message": "Invalid EmployeeID ####", "Timesheets": null }.

Reason:

• Multiple Organisations in Xero are connected and the wrong one is selected

Solution:

• Select a different Org from the dropdown before syncing.

{ "Id": "####", "ProviderName": "OWNA/erly", "ErrorNumber": 0, "Type": "ValidationException", "Message": "Earnings Rate #### does not exist or is not valid for timesheets.", "Timesheets": null } 

Reason:

• The Earning Rate may have been made inactive in Xero or been replaced with a new rate

Solution 1: (if default pay rate has been replaced)

• Follow the guide on Syncing Staff from Xero

Solution 2: (if pay rate has been deactivated by accident)

1. Log into Xero
2. Go to Company > Settings > Payroll Settings > Pay Items (tab)
3. Scroll to the bottom of the page and toggle 'Show inactive items'
4. If your regular pay rate (usually 'Ordinary Hours') is in the list; click on the menu (3 dots) and select 'Mark as Active'

1. Go to Payroll > Employees > Employment tab
2. Check that each employee has an Ordinary Earning Rate selected

Xero Error Message: { "Id": "####", "ProviderName": "OWNA/erly", "ErrorNumber": 10, "Type": "ValidationException", "Message": "A validation exception occurred", "Timesheets": [ { "ValidationErrors": [ { "Message": "Provided period doesn't correspond with a pay period" } ], "EmployeeID": "####", "StartDate": "YYYY-MM-DDT10:00:00+10:00", "EndDate": "YYYY-MM-DDT10:00:00+10:00", "Status": "DRAFT", "TimesheetLines": [ { "EarningsRateID": "####", "NumberOfUnits": [ #,#,#,#,# ] } ] } ] }.

Variation: "End Date doesn't correspond with a pay period"

Reason:

• The dates selected to filter the timesheet in OWNA do not match the pay period in Xero

Solution:

1. Confirm the employee’s payroll calendar in Xero (Payroll > Employees > Employment tab)
2. Check the payroll calendar dates in Xero (Org > Settings > Payroll Settings; select Calendars tab)
3. Ensure the dates match your filter in OWNA

Xero Error Message: { "Id": "####", "ProviderName": "OWNA/erly", "ErrorNumber": 0, "Type": "ValidationException", "Message": "This timesheet already exists, please provide the timesheet ID", "Timesheets": null }.

Reason:

• Timesheet for this period already exists in Xero

Solution:

• Go to the timesheets in Xero (Payroll > Timesheets). If you need to sync the information again, you will need to delete the timesheet entry for each employee from Xero first.
• To delete a timesheet from Xero, click on the employee's name, then click 'Delete Timesheet'

Xero Error Message: { "Id": "####", "ProviderName": "OWNA/erly", "ErrorNumber": 0, "Type": "ValidationException", "Message": "TrackingitemID is required for each timesheet line", "Timesheets": null }.

Reason:

• Tracking Categories have been configured for the timesheets in Xero

Solution:

• Your OWNA account needs to be linked with one of the Tracking Options: Set up Tracking Categories from Xero

Xero Error Message: { "Id": "####", "ProviderName": "OWNA/erly", "ErrorNumber": 0, "Type": "ValidationException", "Message": "Tracking Option #### does not exist", "Timesheets": null }.

Reasons:

• Tracking Categories have been disabled or not configured correctly in Xero
• You are selecting the wrong Org when syncing the timesheets (Refer to 'Invalid Employee ID' solution)

Solution:

Ensure that the tracking categories in Xero are set up and active

Make sure the tracking category is linked to the timesheets in Xero (Org > Settings > Payroll Settings)

No timesheets to submit to Xero.

Reason 1:

• An employee has been not added to a payroll calendar in Xero

Solution:

• Go to employee profiles in Xero and add them to a payroll calendar (Payroll > Employees > Employment tab)

Reason 2:

• Employees have not been synced correctly to Xero (Payroll ID and/or Earning Rate ID missing)

Solution:

• Follow the guide on Syncing Staff from Xero

Reason 3:

• You have not yet run the timesheets, or there are no shift times in the date range selected

Solution:

• Enter the payroll date range, click Get Timesheets, and ensure that sign-in/out times have been entered.

Xero Error Message: { "type": "null", "Title": "Unorthorized", "Status": 401, "Details": "TokenExpired: token expired at mm/dd/yyyy hh:mm:ss", "Instance": "XXXX-XXXX-XXXX-XXXX", "Extensions": {} }.

Session Expired. Please reconnect with Xero...

Reason:

• When syncing with multiple organisations consecutively through OWNA, the time connected from the first account to the last one can exceed the maximum connection time limit.

Solution:

1. Log out of OWNA and back in again
2. Go to Staff Log/Timesheets and reconnect to Xero

You do not have sufficient access please have standard or advisor to connect to the organisation

Reason:

• Xero has different levels of permission available for each Organisation. In order to connect to the API for an Org in Xero, you need to have Adviser or Standard access.

Solution:

• Find and change assigned user roles (in Xero)
• User Roles and Permissions (in Xero)
• API Permissions (in Xero)

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