Whenever two software systems are talking to each other, things may get lost in translation for various reasons. This article will help you troubleshoot, but you can always reach out to firstname.lastname@example.org and we will help you work through any sync issues! Please reach out to ask for help before entering in manual data into your books. We can most likely help you solve your sync issues quickly, and resolving the issue together prevents syncing duplicate transactions later.
The first step in troubleshooting any issue with your accounting sync is to check your accounting sync history page. This page tells you what Abacus data has synced into your connected accounting software. If there are any sync errors, they will appear in the Status Column on the right.
An incomplete integration to Xero can result in a failure to sync. If you’ve hit a roadblock with your Xero integration, there are a few different steps you can take to troubleshoot the issue.
1) Are all of your categories mapped to your active items in your chart of accounts
Abacus gives you the option to add additional data to each expense by setting up custom categories and sub-categories. You can learn how to do this here. After you’ve set up your Abacus Expense Categories, the next step is to map those to your chart of accounts. If you haven’t mapped your Abacus Categories, the sync to Xero desktop will break. You can learn how to map your categories to your GL codes here.
2) Are any of your categories mapped to accounts that no longer exist in Xero?
If you’ve deleted any items on your General Ledger, Abacus cannot complete the sync. Open up your Categories page in Abacus and match this against your Chart of Accounts. If anything has been deleted from your GL, you’ll need to make the corresponding updates to your Category Mapping in Abacus. Do the same with your Expense Fields and Team Fields.
Please note: If any changes are made to your chart of accounts in Xero, you must go back to your Categories page in Abacus and re-map them to the updated account! This will not update on its own. If an Abacus category is mapped to an account that no longer exists or has been edited in Xero, it will break the sync.
3) Are your corporate cards mapped to the corresponding card feeds?
If you are using Abacus for corporate card reconciliation, and have multiple card feeds in your Xero, you need to map your Abacus Team Cards to the corresponding feeds in Xero. To set this up, go to the accounting sync page and scroll to Corporate Card Expenses at the bottom of the page.
4) Is the person who set up Xero Integration with Abacus no longer an Admin in Xero?
If the person who set up the integration between Abacus and Xero no longer has Admin permissions in Xero, the new Xero administrator must redo the sync. To redo the sync with an active Xero admin, please follow click the "reconnect" link at the top of your Accounting Sync settings page and enter in the credentials for the active user.
If you have an administrator set up in Xero, it appears in the User List as either Admin or User Name (admin). To view the user list Choose Company > Set up Users and Passwords > Set Up Users.
5) Are your Team Fields all mapped to your Classes/Departments/Locations?
Abacus gives you the option to set up Team Fields, which you can assign to your employees and map to your Tracking Categories in Xero. You can learn how to do this here. After you’ve set up your Team Fields, the next step is to map those to the corresponding departments. You can go here to check if your Abacus Team Fields have been mapped to the corresponding Tracking Category in Xero.
6) Are your Expense Fields all mapped to your Classes/Departments/Locations?
Similarly, you can use Expense Fields in Abacus to add additional information to each expense. After you’ve setup your Expense Fields, the next step is to map those to the corresponding Tracking Category. You can go here to check if your Abacus Expense Fields have been mapped to your Tracking Categories.
7) Is your default bookkeeping category mapped to an up to date account?
In your Accounting Sync settings page, make sure that the default bookkeeping category is mapped to an account that still exists. If it's been edited, you will need to update your selection by choosing the up to date account from the dropdown menu.