HirePOS allows users to modify invoices and apply negative line items, which can result in overpayments and refunds. While this workflow functions within HirePOS and MYOB, Xero enforces stricter rules:

• An invoice cannot be changed after a payment has been made.

• An invoice cannot be overpaid (i.e., payments cannot exceed the invoice total).

• An invoice cannot have a negative balance owing.

• Xero does not allow negative payments.

These restrictions create issues when attempting to export invoices and payments from HirePOS to Xero.

1. A user creates an invoice for $200.

2. The customer makes a payment of $200.

3. The user later applies a negative line item of -$50, reducing the invoice total to $150.

4. The system now shows:

   • Total: $150

   • Paid: $200

   • Balance: -$50 (overpayment)

5. The user refunds the $50 overpayment.

6. When exporting to Xero:

   • The invoice value is $150, but the system tries to export the $200 payment first, which is rejected as an overpayment.

   • The $-50 refund payment fails because Xero does not allow negative payments.

   • The system is stuck with an unexportable invoice and payment records.

To ensure smooth integration with Xero, follow these rules:

1. Do not modify invoices once they have been set to "Invoice" mode.

2. Never edit invoices after a payment has been applied.

3. For additional charges, create a new invoice rather than editing an existing one.

4. For reductions, issue a credit note and apply it separately.

5. For bonds (security deposits), use the dedicated "Bond" feature in HirePOS.

   • Bonds should be recorded in the "Bond Required" section of the invoice screen.

   • Bond payments should be recorded as "Bond" type payments.

   • HirePOS will export these as overpayments in Xero, which can be refunded later without affecting the invoice.

These practices will prevent conflicts when exporting data to Xero and ensure compliance with its strict accounting rules.

If an invoice and payments have already been entered incorrectly in HirePOS, the following manual workaround can be used:

1. Mark the affected invoice as completed in the Xero exporter.

   • This stops it from attempting to export and repeatedly failing.

2. Manually apply payments in Xero.

   • Open the corresponding invoice in Xero.

   • Apply a single payment record that reflects the net amount paid.

   • Example:

     • If HirePOS has a payment of $200 and a refund of $50, manually record a single payment of $150 in Xero.

3. Adjust HirePOS and Xero to match manually (if needed).

   • Ensure the invoice total and payments align correctly.

   • Use manual reconciliation in Xero to match payments correctly.

By following these short-term fixes, users can avoid immediate issues while transitioning to best practices for future transactions.

Xero’s rules require stricter financial handling than HirePOS allows. To avoid export failures and reconciliation issues:

• Lock invoices once payments are applied.

• Use separate invoices for additional charges.

• Use credit notes for reductions instead of modifying invoices.

• Leverage HirePOS’ bond handling tools instead of manual workarounds.

For existing data errors, manually reconcile payments in Xero and mark affected invoices as completed in the Xero exporter. Following these guidelines will ensure smoother integration and avoid compliance issues with Xero’s accounting system.