Troubleshooting supplier bill imports from Xero and MYOB

This article helps when supplier invoices (bills) won't import from Xero or MYOB, or don't appear in the import list. It also explains which Xero transactions can be imported, how to identify the job a bill belongs to, who can import bills and how to handle supplier credits.

For the standard steps, see Xero Bills Import to NextMinute.

I get an error when importing bills from Xero, but it used to work. What should I do?

Every now and then the connection to Xero needs a quick reset, especially if permissions or settings have changed in Xero recently.

1. Go to Admin > Accounting and try refreshing your Xero integration.
2. If that doesn't sort it out, go to Admin > Accounting and disconnect the integration.
3. Click the Xero logo to connect again and log in to Xero. Your original settings in NextMinute are remembered.
4. Make sure you click Save, then try the import again.

If you're still getting errors, contact support.

Why can't I import one particular bill from Xero?

The bill's reference may be too long. When NextMinute imports a supplier invoice from Xero, it combines some additional information from Xero into the reference field. If this pushes the reference over the 250-character limit, the bill won't import.

Keep bill references in Xero short to avoid this. If a bill still won't import, contact support.

I entered a bill in Xero but can't find it in NextMinute. Where is it?

By default, the import list only shows bills from the 1st of the current month to today. Bills dated earlier, such as the last day of last month, won't show.

1. Go to Accounts > Supplier Invoices > Add, then click the Xero logo.
2. Click Filter at the top right.
3. Change the Date Range to include the bill date.

There's also a limit of 100 bills that can be returned from Xero at a time. If you have more than 100 bills in the date range, some may not show, so shorten the date range.

Which Xero transactions can be imported? Why aren't my Cost of Goods Sold costs coming through?

The supplier invoice import only brings across Bills from Xero. It can't import expenses or costs that don't have a bill.

If you use Dext, a paid receipt uploaded as a Receipt document type comes into Xero as an expense or receipt rather than a Bill, so it won't be picked up. Upload the document to Dext as an Invoice so it comes through to Xero as a Bill, and it can then be imported into NextMinute. Dext also has a setting to always publish documents to purchases/bills in Xero.

How can I see which job a Xero bill belongs to on the import screen?

Use the bill's Reference field in Xero. The reference shows on the NextMinute bills import list, so you can easily see which job the bill should be allocated to.

NextMinute only receives the reference number from Xero, not the supplier invoice description or other details, so adding a reference that identifies the job is the easiest way.

Who can import supplier invoices from Xero?

Importing supplier invoices from Xero is an Admin-only function. Users on other roles, such as Planner, can't access the Xero invoice import even if you've enabled the relevant permissions for their role.

If someone needs to regularly import supplier invoices from Xero and allocate them to jobs, they'll need Admin access. See What is the difference between Admin users and Team Members?.

How do I handle supplier credits that I've allocated in Xero?

Credits applied in Xero don't update the amounts in NextMinute's Actual Charges. You can either:

• add a negative (credit) line in the job's Charges, or
• amend the affected charge amount in Charges and save it.

I get an error importing bills from MYOB. What do I do?

NextMinute can't import a MYOB bill that has no line items. If the error names a bill, open it in MYOB and add a line item, then check your other MYOB bills all have at least one line item.

If you're still getting an error, refresh your MYOB integration:

1. Go to Admin > Accounting.
2. Click Disconnect Accounting Integration.
3. Click the MYOB logo and log in again.
4. Try importing again.

See Integrate with MYOB AccountRight Live.