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Fixing the Xero Pay Item missing or invalid error
If you encounter the error message A Xero Pay Item assigned to (Staff Name) is missing or invalid, it generally means the Xero pay item linked in RosterElf is either missing in Xero or hasn’t been correctly assigned in RosterElf. This guide will help you identify and resolve this error by checking and updating the staff member's pay setup, whether they are on salary or wages.
Use this guide to check the correct pay item settings based on the staff member's pay type. If you know your staff's pay type, jump to the relevant section. If you’re unsure, filter your staff in the Staff tab to see if they are on salary. Only those listed will be salary; all others are on wages.
Fixing the error for salary staff
This section guides you through checking and correcting the Xero pay item for staff on a salary. Following these steps will ensure that each staff member has the correct Xero pay item assigned to their salary.
Steps to fix the Xero pay item for salary staff
1.1.1. Go to the Staff tab and select the staff member with the error.
1.1.2. Click on the Payroll tab.
1.1.3. Review the Xero Pay Item for the salary.
1.1.4. If it’s already correct, select a different pay item temporarily, then reselect the correct one.
1.1.5. Save the changes.
Fixing the error for wage staff
For wage-based staff, the error is typically due to an incorrect or missing pay item in the pay template assigned. This section provides steps to check each pay template and confirm correct pay items are assigned across all tabs.
Steps to fix the Xero pay item for wage staff
2.1.1. Go to the Settings tab and click on Payroll.
2.1.2. Select the Pay Template(s) assigned to the staff member.
2.1.3. Review each tab within the Pay Template for any missing or incorrect pay items.
2.1.4. If needed, temporarily change the Xero Pay Item and then reselect the correct one.
2.1.5. Repeat for each Pay Template assigned to the staff member.
2.1.6. Save all changes.
Following these steps should resolve the missing or invalid Xero pay item error for both salary and wage staff.
Common questions on fixing Xero Pay Item errors
1. Why do I see the Xero Pay Item missing or invalid error?
This error typically appears when a Xero pay item assigned to a staff member in RosterElf is missing in Xero or incorrectly assigned in RosterElf. To fix this, review the pay item setup for the staff member.
2. How do I correct a missing pay item for salary staff?
To resolve this for salary staff, go to the Staff tab, select the affected staff member, navigate to the Payroll tab, and reassign the correct Xero Pay Item. Temporarily selecting another pay item before reassigning the original one can help reset the connection.
3. How can I fix the pay item error for staff on wages?
For wage-based staff, go to Settings > Payroll, select the relevant Pay Template(s), and check each tab for missing or incorrect pay items. Reassign the correct Xero Pay Item, then save changes to update the setup.
4. How do I determine if a staff member is on salary or wages in RosterElf?
In the Staff tab, you can filter to see if a staff member is listed as salary. If not, they are on wages. This helps ensure you follow the correct troubleshooting steps for each type.
5. Can I prevent the missing or invalid Xero Pay Item error from happening?
To minimise this error, regularly check your Xero pay item assignments in RosterElf, especially after any payroll changes. Ensure all pay items are up-to-date in both Xero and RosterElf for smooth integration.