¶ Syncing Invoices to Marmin
¶ Creating an invoice:
- Create a new VAT rate for Standard VAT of 15% for Saudi Arabia if required.
- Save the invoice to sync with Marmin.
- Check the progress using the logs.
Phase 2 Implementation:
- If phase 2 has been enabled for your account, the invoice synced from Xero will be automatically sent to ZATCA for invoice validation.
¶ Error Handling
In the event of an error, such as Marmin being unable to fetch data from Xero because of incorrect or insufficient information, the document creation will fail. You can check the Xero logs under Settings to identify the specific reasons for the failure. This allows you to quickly correct the data in Xero and ensure a successful sync.
¶ Common Errors and How to Fix Them
| Error Description | Error Example | Steps to Rectify |
|---|---|---|
| Duplicate Invoice/Credit Note ID | Unable to create Invoice with id INV-7538 - {"invoice_validation":"INV-7538 is already used"} | This means that the invoice has already synced. If you intend to sync the invoice/CN, you will need to update the invoice number. In Xero, find the invoice or credit note that failed to sync. Edit its "Invoice Number" or "Credit Note Number" to be unique. Once you have assigned a new ID, click Approve to trigger the sync to Marmin again. |
| Invalid or Missing Phone Number | Unable to create Credit Note with id CN-008932-INV-008551 - ValidationError: Invalid phone data or missing phone number | In Xero, go to Contacts and find the customer associated with this transaction. Edit their contact details to add or correct the phone number, ensuring it's in a valid format with a proper country code. Then, re-approve the invoice or credit note to sync the changes. |
| Missing or Invalid Customer Information | Unable to create Invoice with id INV-008927 - {"customer_validation":{"company_name":"Company Name is mandatory and must not be more than 80 characters long"}} | In Xero, navigate to the customer's record under Contacts. Fill in or correct the mandatory fields mentioned in the error, such as "Company Name," "City," or "Postal Code," and ensure they meet the length requirements. Re-approve the invoice/CN to sync. |
| Subscription Issue: Incomplete/Expired | The organisation subscription has not been paid or cancelled and the current status is incomplete_expired! Please purchase/renew the plan to continue using our services or contact our support team. | This is a billing issue that cannot be fixed in Xero. Please reach out to support@marmin.ai for assistance with renewing your subscription. |
| Subscription Issue: Canceled | The organisation subscription has not been paid or cancelled and the current status is canceled! Please purchase/renew the plan to continue using our services or contact our support team. | This is a billing issue that cannot be fixed in Xero. Please reach out to support@marmin.ai for assistance with purchasing a new subscription. |
| API Rate Limiting | 429 Client Error: Too Many Requests for url: https://api.xero.com/api.xro/2.0/Invoices/... | This is a technical system issue. Please reach out to support@marmin.ai for assistance. |
| Invalid Data Format | Unable to create Credit Note with id CN-007840 - INV-002938-01 - {"credit_note":"Credit note number can only contain alphanumeric characters, '-', '#' and '_'" | Find the specified invoice or credit note in Xero. Edit the “Invoice Number” "Credit Note Number" to remove any special characters that are not allowed (e.g., /, *, !). Once corrected, click Approve to sync it again. |
| Negative Values Not Allowed | Unable to create Invoice with id INV-3737 - {"invoice_validation":"Unit rate must be >= 0"} | Open the specified invoice in Xero. Find the line item that has a negative value in the "Unit Price" column and change it to a positive number or zero. Save and Approve the invoice to sync. |
| Zero or Negative Quantity | Unable to create Invoice with id SAINV-0056 - {"invoice_validation":"Quantity rate must be > 0"} | Open the specified invoice in Xero. Locate the line item where the "Quantity" is zero or negative and update it to a positive number. Save and Approve the invoice to trigger the sync. |