Invoice Allocation Failed - Xero

You may have received an e-mail like the one below because a client made a payment in the Apxium portal for an invoice, but when the system tried to receipt the payment to Xero, the system noticed that there was not enough owing on the invoice to allocate the payment against.

This is often caused by external payments being added to the invoice while a DDR/bank account payment is waiting to be cleared.

When this happens, it is not possible to automatically allocate the payment to the invoice, so instead the payment taken by Apxium gets transferred to the APXUnalloc account in Xero. We are not able to allocate it for you, you will need to allocate it from the APXUnalloc account to the correct location which may be a different outstanding invoice or a credit note if the client has actually paid too much. 

Or, if you mistakenly double-keyed in a payment taken by Apxium, you can remove the manual payment added to the invoice and then pay the invoice from the unallocated account. To do so, please follow the instructions set out below.

1. Removing Manual Payment

• In Xero, go to the invoice and click on Payment to direct you to the Payment Details page.

• Go to Options and select Remove & Redo.

2. Pay the invoice from the unallocated account.

What to do if you can’t see it in Unallocated Account:

1. If you cannot find it, you will need to log in to your Xero Account and go to Accounting -> Manual Journals.

2. Then click the "All" tab. The journals should be sorted in reverse date order but if they are not, you can sort them by clicking on the Date column heading to sort by date and again to sort by date descending.

3. You can paste the narration and search for the entry:

e.g. Failed to allocate to invoice 57894 [Apxium:6631183]

That should allow you to locate it and perhaps see if it has been deleted or changed in any way.