If you have an invoice that's not transferring to Xero, Quickbooks, Sage, KashFlow or FreeAgent - it's likely one of the five main causes below:
If it's not resolved by the solutions to the causes below, then check out the error codes specific to the accounts app you are using:
Xero Invoice Transfer Error Messages
QuickBooks Invoice Transfer Error Messages
Kashflow Invoice Transfer Error Messages
Sage Invoice Transfer Error Messages
FreeAgent Invoice Transfer Error Messages
Cause 1 - Your accounts app is using account codes which are different to the apps defaults settings. Example in Xero the default sales account number is 200, if your sales account is different to that then you have a bespoke Xero set-up.
Solution: Within MagManager, Go to the main settings page > Under Settings > Select System Defaults > Turn on the toggle switch for ‘Use Account Codes’ > Click Update.
Next go to the main settings page > Under Accounts > Select Xero or name of your accounts app > Click Sync Accounts.
Next go to the main settings page > Under Publications & Bookings > Select Publications > Select each publication in turn > Select the Defaults tab > Under Account Code select your sales account (the options available are those set up in your accounts app) > Click Save.
If using Miscellaneous Sales Items, they need to be updated too. Go to the main settings page > Under Publications & Bookings > Select Miscellaneous Sales Items > Click on the item eg Advert Design and add the account code there. (see Cause 3 below).
You should now be able to transfer invoices.
Cause 2 - You have created an add hoc invoice or credit note directly in the accounts app which is the same number as the invoice you are trying to transfer.
Solution: From the invoicing screen, select the month the invoice was raised and view the 'Invoiced' tab > UNSELECT all invoices > SELECT the single invoice that has not transferred > Select TRANSFER to “name of your accounts app” > If there's a problem it will throw up what the error is. If the problem is a credit note or invoice in the accounts app with the same number, simply cancel the invoice in MagManager and raise another one.
You can view a log of error message created between MagManager and other integrated apps such as Xero & Quickbooks etc by going to the main settings page > Under Settings > Select API Logs. If there has been a problem it will be listed here.
Cause 3 - An invoice has been raised for a Miscellaneous item and the item has been set up without an account code being applied to it.
Solution: Go to the main settings page > Under Publications & Bookings > Select Miscellaneous Sales Items > Click on the item eg Advert Design and add the account code there.
The account code should match the account code you use in your accounts app for that sales item.
Also check your 'System Defaults' settings:
Go to the main settings page > Under Settings > Select System Defaults.
Make sure the following two items are switched on (green):
- Use Account codes
- Keep Xero Contacts Synced
The next step is to go back to invoicing and select only the effected invoice and transfer it on it's own to Xero.
Cause 4 - Check to see if you have an invalid email address in the client details tab. This can sometimes show up as an error code 500 in Xero.
Solution: Go to the client details tab and check that you have a valid email address listed. Xero & QuickBooks in particular will not transfer invoices with an invalid email address. Make sure the email address has a valid ending eg .co.uk or .com etc - No API error message will appear for these, you will only see the red error unable to transfer invoice across the top of the screen.
Cause 5 - Client has paid the invoice via Stripe before you have transferred the invoice from MagManager to your accounts app.
Solution: Go to your accounts app and create a manual invoice with the same invoice number & mark it as paid.
To avoid this happening in the future, if you send client invoices from MagManager, make sure you transfer them to your third party accounts app before emailing them to clients, particularly if they have a Stripe or GoCardless pay button on them. As these payments come via a third party payment processor they cannot be removed once applied and the accounts apps will not allow the transfer of a paid invoice.
