There is a function in Xero where it tries to detect duplicate transactions.
Duplicates are flagged if there is a transaction of the same amount, on the same day, that is uploaded to Xero on a different day.
For example, imagine you have two a $50 transactions on one day. One is delayed for some reason, and payment is received two days later, but the transaction date is the original date. That second one would appear in Xero two days later with the same date and amount.
Unfortunately, the algorithm doesn’t look at the payment description or payee. Only the date and the amount. That transaction will be deleted without a notification to you.
Fortunately, there is a simple way to see if this has happened.
You can get to the Statement Exceptions report two ways.
- Reports -> All Reports -> Bank Reconciliation Summary -> Statement Exceptions tab -> Choose the bank account and click update
- Dashboard (or bank account) -> Click Manage, then Reconciliation Report -> Statement Exceptions tab
It will look a bit like this.
You can see there are two duplicates. Take a note of the date. In this case Feb 3.
To fix this, you need to find the statement where these transactions exist.
Back on the Dashboard or in the Bank account, go to Manage -> Bank Statements.
Open any statements that overlap with the date you saw in the exceptions report (Feb 3).
It will look something like this.
Notice on the right hand side it says “Deleted”.
Simply tick the boxes on these transactions and click “Restore”.
Repeat for all transactions you found in the exceptions report.
Now you are back to normal 🙂
It’s a good idea to check this report once every month.