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Troubleshoot Xero Data in TrustFile

This article applies to:Avalara TrustFile

When troubleshooting, start by verifying that the data you imported to TrustFile from Xero is accurate. Below are some troubleshooting tips for reconciling Xero data with the data in TrustFile. For general data troubleshooting tips, see reconcile data and troubleshoot discrepancies.

In Xero accounts, you choose to use cash basis or accrual basis accounting. To reconcile your accounting data with TrustFile, download the Xero report that works with your system, as described below.

Reconcile data in TrustFile with Xero for cash basis accounting

If you're using cash basis accounting, keep these details in mind when confirming that your invoices from Xero are accurately synced with TrustFile.

  • The Invoice Paid Date determines which return a transaction is included on
  • Only Paid invoices are synced.
  • After you sync an invoice to TrustFile, if modifications are made to the invoice in Xero, those changes are synced to TrustFile as well.
  • In addition to invoices, Spend Money and Receive Money bank transactions are also synced to TrustFile.
  • Only transactions from Sales (Code 400) and Other Revenue (Code 460) accounts are synced to TrustFile.
  • Currently, voided invoices show up as errors and are left off the return.

​To confirm that the correct orders have all synced from Xero to TrustFile for a particular filing period, follow these steps. Xero doesn't let you download only Paid invoices for a specified time period, so you have to edit your Xero report to make comparison with TrustFile easier.

  1. Log in to Xero and click Accounts. Select Sales from the drop-down.
  2. On the Sales page, click Paid.
  3. On the Invoices page, click the Export button. A Xero report downloads as an Excel file.
  4. Open the Xero report and delete any invoices that fall outside the date range for which you are reconciling.
  5. Delete the invoices from the export report before the start sync date of the connector in TrustFile.
  6. If you don't have bank transactions in your Xero account, this Xero report is comparable to your data in TrustFile. The LineAmount (Column Y) is comparable to the Gross Sales in TrustFile, and the TaxAmount (Column AB) is comparable to the Tax Collected in TrustFile.
  7. If you have bank transactions in your Xero account, they also show up in TrustFile. Receive Money displays as Sales and Spend Money displays as Refunds in TrustFile.

Reconcile data in TrustFile with Xero for accrual basis accounting

If you're using accrual basis accounting, keep these details in mind when confirming that your invoices from Xero are accurately synced with TrustFile.

  • The Invoice Date determines which return a transaction is included on.
  • After you sync an invoice to TrustFile, if modifications are made to the invoice in Xero, those changes are synced to TrustFile as well.
  • In addition to invoices, Spend Money and Receive Money bank transactions are also synced to TrustFile.
  • Only transactions from Sales (Code 400) and Other Revenue (Code 460) accounts are synced to TrustFile.
  • Currently, voided invoices show up as errors and are left off the return.

​To confirm that the correct invoices have synced from Xero to TrustFile for a particular filing period, follow these steps. Xero doesn't let you download only Paid invoices for a specified time period, so you have to edit your Xero report to make comparison with TrustFile easier.

  1. Log in to Xero and click Accounts. Select Sales from the drop-down.
  2. On the Sales page, click See all.
  3. On the Invoices page, click the Export button. A Xero report downloads as an Excel file.
  4. Open the Xero report and delete any invoices that fall outside the date range for which you are reconciling.
  5. Delete the invoices from the export report before the start sync date of the connector in TrustFile.
  6. If you don't have bank transactions in your Xero account, then this Xero report is comparable to your data in TrustFile. The LineAmount (Column Y) is comparable to the Gross Sales in TrustFile and the TaxAmount (Column AB) is comparable to the Tax Collected in TrustFile.
  7. If you do have bank transactions in your Xero account, then they also show up in TrustFile. Receive Money displays as Sales and Spend Money displays as Refunds in TrustFile.

Verify filing calendar dates

When you add a new sales invoice in Xero, the Calendar Date selection wizard defaults to 00:00 GMT regardless of what time zone you've set for your account. For transactions that occur on the first day of the month in Xero, the 8 hour difference between GMT used in Xero and PST used in TrustFile may cause transactions to appear as completed on the last day of the previous month, and therefore in the previous filing period (e.g., on the 30th of June instead of on the 1st of July).

Check, and if necessary edit, the dates for transactions that fall on the first day of the month in Xero to make sure they are recorded in the correct filing period in TrustFile.