HirePOS and Xero handle invoices differently. HirePOS is designed for hire and rental workflows, where an invoice may change as a hire progresses. Xero applies stricter accounting rules once invoices and payments have been recorded.

If you export invoices from HirePOS to Xero, the safest approach is to treat an exported invoice as final wherever possible.

This guide covers:

• changing an invoice after it has been exported to Xero

• re-exporting an invoice

• paid invoices, refunds and overpayments

• the "Invoice not of valid status for modification" error

• how to avoid common Xero export problems

Where practical, finalise an invoice in HirePOS before exporting it to Xero.

Hire invoices can change due to early returns, additional charges, partial returns and other adjustments. Exporting an invoice before these details are final increases the chance that the HirePOS invoice will later differ from the version already in Xero.

For hire invoices, consider waiting until the hire has been returned or the invoice has been closed off through an End of Month rollover before exporting.

Once an invoice has been exported:

• Avoid changing the original invoice where possible.

• Use a new invoice for additional charges.

• Use a credit note for reductions or credits.

• Avoid changing invoices after payments have been applied.

When HirePOS exports an invoice, Xero creates its own accounting transaction using the exported invoice number.

Changing the invoice later in HirePOS does not automatically change or remove the transaction that already exists in Xero.

Depending on the status of the Xero transaction, Xero may also prevent HirePOS from modifying it. This can result in errors such as:

Invoice not of valid status for modification

This commonly occurs when an invoice has already been exported and its status in Xero no longer allows the requested modification.

Voiding the invoice in Xero does not necessarily mean that HirePOS can simply export another invoice using the same invoice number.

If an invoice was exported to Xero and you later changed it in HirePOS, there are several ways to resolve the difference.

Where appropriate, make the equivalent changes directly to the existing invoice in Xero so that it matches HirePOS.

Whether an invoice can be changed will depend on its current status in Xero.

This is often the simplest option where only a small amendment is required and Xero still permits the change.

If the existing Xero invoice cannot or should not be changed:

1. Duplicate the invoice in HirePOS.

2. Cancel the old HirePOS invoice as appropriate.

3. Make sure the replacement has a new invoice number.

4. Export the replacement invoice to Xero.

The replacement is treated as a new transaction rather than an attempt to modify the previously exported Xero invoice.

In some circumstances, you may be able to rename the old or voided invoice in Xero, for example by adding an X to its invoice number.

This may free the original invoice number so a new copy can be exported from HirePOS.

You can then use Mark as Pending in the HirePOS Xero Exporter and attempt the export again.

This is a workaround rather than the preferred workflow. Consider the accounting and record-keeping implications before changing historical invoice numbers in Xero.

Mark as Pending resets the HirePOS export status so that HirePOS can attempt to export the invoice again.

It does not:

• delete the previous invoice from Xero

• change the status of the invoice in Xero

• make a paid or otherwise locked Xero invoice editable

• guarantee that Xero will accept the invoice again

• automatically resolve a duplicate or previously used invoice number

If an invoice cannot be re-exported after using Mark as Pending, check whether the invoice already exists, or previously existed, in Xero and check its status there.

Xero applies additional restrictions once payments are involved.

For Xero compatibility:

• Do not reduce the value of an invoice after it has been paid.

• Do not create a negative invoice balance by reducing an invoice below the amount already paid.

• Do not use negative payments to represent refunds.

• Use a credit note when reducing an amount already invoiced.

• Use a new invoice when adding additional charges.

For example, if a $200 invoice has already been paid and you later reduce the invoice to $150 in HirePOS, HirePOS may show a $50 overpayment. This workflow cannot be exported directly to Xero in the same way because Xero does not allow the same combination of invoice changes and negative payment records.

In these situations, the records may need to be corrected or reconciled manually.

If you use Xero, use the dedicated Bond functionality in HirePOS rather than treating a bond as a normal invoice payment.

Record the required bond using the Bond Required section of the invoice and receive the payment as a Bond type payment.

HirePOS can then export the bond to Xero as an overpayment, allowing it to be managed separately from the invoice itself.

If you receive a Xero export error after changing an invoice, check the following:

1. Has this invoice already been exported to Xero?

2. Does the invoice, including the same invoice number, already exist or previously exist in Xero?

3. What is the current status of the invoice in Xero?

4. Has a payment already been applied?

5. Has the HirePOS invoice total changed since it was exported?

6. Are you trying to reduce a paid invoice or create an overpayment/refund?

If the invoice already exists in Xero, using Mark as Pending alone may not resolve the problem.

Where possible, update the existing Xero invoice manually. Otherwise, consider creating a replacement invoice in HirePOS with a new invoice number.

For the smoothest HirePOS to Xero workflow:

• Export invoices once they are reasonably final.

• Avoid changing invoices after they have been exported.

• Avoid changing invoices after payments have been applied.

• Use new invoices for additional charges.

• Use credit notes for reductions.

• Use the dedicated HirePOS Bond functionality for security deposits.

• Remember that Mark as Pending only resets the HirePOS export status. It does not reset or remove the corresponding transaction in Xero.

Following these practices reduces Xero export errors and helps keep the records in HirePOS and Xero aligned.