This article explains the process of removing A2X entries from Xero. You may find yourself wanting to do this if you change the format that your settlements are being sent to Xero in.
For example, if you were originally grouping your settlements by SKU but have since changed that setting to 'Group All Sales' you may want to resend settlements to Xero that have already been sent over from A2X. In this case, you would need to delete the original entries in Xero so you don't end up with duplicate A2X entries.

In this guide we will use the following settlement as an example:

Example Settlement 10 Jan, 2018 to 24 Jan, 2018

In the above scenario the settlement has already been sent to Xero, since then we have decided to change the settings in A2X from 'Group Sales by SKU' to 'Group All Sales', so we need to remove the original entry in Xero.

To do this we first need to find the invoice (or bill) entry in Xero so that we can delete it. 

In Xero there are three scenarios we will consider in this guide:

  1. Settlement is in Xero as a Draft Invoice - not approved or reconciled.
  2. Settlement is in Xero as an Approved Invoice - not yet reconciled.
  3. Settlement is in Xero as an Paid Invoice that is reconciled to a bank entry.

Scenario 1:

The settlement is in Xero as a Draft Invoice - not approved or reconciled.

In Xero we will click the 'Accounts' menu and then Select 'Sales' as shown below. 

  • We could also click 'Purchases' if it was a negative entry you were needing to delete.

As shown below we now click the Draft box to open up the draft invoices list. 

Once the draft invoices page opens you will be able to select the invoice to be deleted and then click the 'Delete' button as shown below:

You are now ready to resend over the settlement to Xero!!!

Please note:

If the settlement crosses over a two month period (January and February) A2X will have split the example settlement by month. So one portion of the settlement will be dated January and the other portion will be dated February in Xero. It is important to ensure you remove both parts of any split settlements from Xero.


Scenario 2:

The settlement is in Xero as an Approved Invoice - not yet reconciled.

In Xero we will click the 'Accounts' menu and then Select 'Sales' as shown below. 

  • We could also click 'Purchases' if it was a negative entry you were needing to delete.

As shown below we now click the 'Awaiting Payment' box to open up the invoices awaiting payment list. 

Once the invoices awaiting payment page opens you will be able to click on the invoice to open it.

Once the invoice is open you will then be able to click 'Invoice Options' and then you can click 'Void'. This will remove the transaction so that it doesn't affect your accounts (it has the same effect as deleting an invoice however since the invoice has been approved we must Void it to ensure we leave the correct Audit Trail).

You are now ready to resend over the settlement to Xero!!!

Scenario 3:

The settlement is in Xero as an Paid Invoice that has been reconciled to a bank entry in Xero.

The difference in this scenario is an added step of deleting the payment that has been applied to the invoice.

In Xero we will click the 'Accounts' menu and then Select 'Sales' as shown below. 

  • We could also click 'Purchases' if it was a negative entry you were needing to delete.

As shown below we now click the 'Paid' box to open up the invoices awaiting payment list. 

Once the Paid Invoices page opens you will be able to click on the invoice to open it.

Once the invoice is open you will then need to click the payment at the bottom of the page.

Once the payment page opens, you will then be able to click 'Options' and 'Remove & Redo'

Once you click Remove & Redo you will be directed back to the invoice page where you will be able to click 'Void'. This will remove the transaction so that it doesn't affect your accounts (it has the same effect as deleting an invoice however since the invoice has been approved we must Void it to ensure we leave the correct Audit Trail).

You are now ready to resend over the settlement to Xero!!!

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