Managing Payments in Xero and Voiding Invoices in AgriChain (Reversing Paid Transactions)

Introduction

This article will guide you on reversing paid transactions on Xero against an invoice in AgriChain, if you have a Xero Integration on AgriChain. This is most applicable to reversing payments that have been completed on Xero, where the transaction has sync to AgriChain and marked its associated invoice as paid.

It is important to note that:

• You must first void the completed payment record in Xero.
• Ensure that the voided payment record status has synced between Xero and AgriChain (this is automatic via the integration).
• Then only void the invoice itself in AgriChain.

Step-by-Step Guide

1. Void the Payment Record in Xero

First, you need to void the completed payment record in Xero. Here’s how to do it:

1. Login to Xero:

   • Open your web browser and navigate to the Xero login page.
   • Enter your credentials to log into your Xero account.

2. Locate the Payment:

   • Go to the 'Accounting' menu and select 'Bank Accounts'.
   • Find the relevant bank account and click on it.
   • Locate the payment transaction you want to void.

3. Void the Payment:

   • Click on the payment to open its details.
   • Select the 'Options' dropdown menu and choose 'Void Payment'.
   • Confirm that you want to void the payment.

2. Automatic Payment Status Sync with AgriChain

Once the payment record is marked as void in Xero, it will automatically sync to AgriChain and be marked as void, due to the integration between the two platforms.

3. Void the Invoice in AgriChain

After the payment record is voided and the status of the invoice is updated in AgriChain, you can then proceed to void the invoice in AgriChain:

1. Login to AgriChain:

   • Open your web browser and navigate to the AgriChain login page.
   • Enter your credentials to log into your AgriChain account.

2. Locate the Invoice:

   • Navigate to the 'Invoices' section in the AgriChain portal.
   • Find the invoice that corresponds to the previously voided payment record.

3. Void the Invoice:

   • Open the invoice details.
   • Select the option to 'Void Invoice'.
   • Confirm that you want to void the invoice.

Important Notes

Invoice Creation and Payment Integration

• Invoices are created in AgriChain.
• Payments are made through Xero and data is automatically fetched and synced based on ABN or NGR details defined for the two parties on both AgriChain and Xero.
• Once the payment is completed, the status of the invoice is automatically updated from 'Pending Payment' to 'Paid'.

Handling Xero Payment Record Errors

• If there are errors in syncing payment records in Xero against invoices in AgriChain, ensure that the payments records are added in Xero first.
• Once the payment record is added in Xero, it will automatically sync to its associated invoice on AgriChain, correcting any discrepancies.

Handling invoices and payments between AgriChain and Xero

• Invoice Creation: Create the invoice in AgriChain, and it will automatically sync to Xero.
• Invoice Voiding: If you need to void an invoice, please do so in AgriChain. This action will automatically void the corresponding invoice in Xero.
  • NB: Please do not AgriChain created invoices directly in Xero.

• Payment Creation: Create the payment in Xero, and it will automatically sync to AgriChain.
• Payment Voiding: If you need to void a payment, please do so in Xero. This action will automatically void the corresponding payment record against its corresponding invoice in AgriChain.
  • NB: Please do not void Xero created payments directly in AgriChain.

Conclusion

By following these steps, you can efficiently reverse paid transactions on Xero against an invoice in AgriChain, if you have a Xero Integration on AgriChain. This integration ensures that your financial records remain accurate and consistent across both platforms, simplifying the process of managing transactions and maintaining data integrity.