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As transaction records are added to the tables listed above, Ostendo will flag them as “Ready to Send”. Ostendo will post transactions to Xero based on the frequency set in System Settings. The frequency of posting can be set to in terms of minutes or hours.
All transactions which are “Ready to Send” will be assigned a batch number and posted as one batch in the following sequence:
FINANCIALSUPPLIERS transactions to Xero Contacts,
FINANCIALCUSTOMERS transactions to Xero Contacts,
JOURNALHEADER and LINES transactions (except Invoice Payments and Invoice Deposits) to Xero
Manual journals
JOURNALINVHEADER and LINES transactions to Xero Invoices and Credit Notes
JOURNALHEADER and LINES for Invoice Payments and Invoice Deposits to Xero Payments.
This process runs automatically in the background when there is at least one user logged in.
This process can be prevented if the “No External GL Posting” flag is ticked for ALL users of the system. This flag is found in File->System Configuration->User Security & Options->User Options tab.
User intervention is only required if there are failed batches occurring – which is indicated in the top status bar of the Ostendo main screen:
If you click on the failed batches in the status bar, you will get the following:
Click on “Display All batches that Failed” button and you will see a list of failed batches. Click on the Detail tab, and you will see the invalid transactions:
Reviewing and correcting Failed Batches:
The following GENERAL Inquiries are available to review the batches and transactions:
- Inquiry – Ledger Journals
- Inquiry – Ledger Sales Invoices
- Inquiry – Ledger Purchase Invoices
Example of Ledger Journal inquiry – detail screen:
Common causes of failed batches include:
- Incorrect tax codes used (Tax code mapping not completed correctly).
- Ledger Account in Xero was not set to accept payments.
- Missing Account Codes (Cost Centre – Ledger Codes mapping incorrect or incomplete)
- The document date cannot be before the period lock date (Attempting to post a transactions to Xero dated in a closed period)
Once the errors are fixed, the batches can be re-posted by clicking on the Repost Batch and Process Batches buttons.