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Payroll calendar cannot be changed due to an unprocessed leave request | Xero Error on HR classic

Error

Type Feature Error Description
Sync error Employee file A validation exception occurred. Payroll calendar may not be changed while the employee has unprocessed leave.

Explanation

This error occurs when an employee in Xero has an unprocessed leave request that their manager approved and synced over to Xero from Employment Hero. When Employment Hero encounters this issue, it will not synchronise the affected employee file over to your Xero platform.

Solution

There are two ways to resolve this error:

  1. Process the leave request in a Xero pay run and then re-sync Xero with your Employment Hero platform.
  2. Delete the approved but unprocessed leave in both Employment Hero and Xero, resync the employee file to resolve the error, and then re-add the leave to Employment Hero.
Resolving this error
  1. Log in to your Xero platform.
  2. Click on Payroll.
  3. Click Pay Employees.
    Xero__UK__1.jpg
  4. Click Process Pay Run.
    Xero__UK__2.jpg
  5. Click on the name of the employee who needs to have their leave processed.
    Xero__UK__3.jpg

    Helpful Hint

    You will see the employees' approved leave applied in the Earnings Rate section.

  6. Click Save and Close.
    Xero__UK__4.jpg
  7. Click Post.
    Xero__UK__5.jpg
  8. Click Complete Pay Run.
    Xero__UK__6.jpg
  9. Log into your Employment Hero platform.
  10. Click the Settings menu.
  11. Click the Add-ons submenu. 
  12. Click Actions
  13. Click Update
    Xero__UK__3.jpg
  14. Click Update from Payroll
    Xero__UK__10.jpg
  15. Select the required payslip from the drop-down menu.
  16. Click Import.
    Xero__UK__11.jpg

    Helpful Hint

    The Payslips section will now show a green Updated button. This means Employment Hero has successfully imported your selected Xero payslip.

    Xero__UK__12.jpg

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