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How to Manually Void a Settlement in Xero

A step-by-step guide to deleting or voiding settlement entries directly in Xero when the Link My Books rollback feature has failed

Daniel Little avatar
Written by Daniel Little
Updated this week

While Link My Books offers a convenient rollback feature, there might be rare occasions when it encounters an issue or fails to complete. In such cases, you may need to manually void the settlement entries directly within Xero. This guide outlines that process.

Step 1 - Remove any attached payment in Xero

  1. Open the invoice or bill via the View on Xero link provided in Link My Books or via direct links provided by our support team or in app:
    ​

    A cropped screenshot showing a section of a financial interface, likely detailing a settlement or invoice. The visible elements include: Status: "Sent on September 21, 2024" with a checkmark. Invoice Total: "£ 1,479.91". To the right of the Invoice Total, there's a "ROLLBACK" button and an adjacent dropdown arrow. A dropdown menu is open, originating from the dropdown arrow, displaying the following options: "Rollback Entire Settlement" "Rollback Sales & Fees Entry" "Download" "View on Xero" (highlighted with a red box and a magnifying glass icon). A red arrow points from the right edge of the screenshot towards the dropdown arrow next to the "ROLLBACK" button, indicating that the dropdown menu is associated with that button. Below these elements, partial rows of other details are visible, including "Account Name" (e.g., "545: Amazon Reserved Balances" and "552: Amazon Seller Fees and Charges") and "Tax Rate" (e.g., "No VAT" and "20.0").


    In app you may have seen links like this too:
    ​

    A screenshot of a "Rollback Required" error message within a financial integration application. The page is split into two main sections: Left Section: "Rollback Failed!" Headline: "Rollback Failed!" Message: "The attempt to rollback the entries related to this settlement in {Xero|QuickBooks} failed." Instruction: "You will need to void them in {Xero|QuickBooks} directly." Right Section: "How to void entries in {Xero|QuickBooks}" Headline: "How to void entries in {Xero|QuickBooks}" Instruction: "Click the links to each entry below and then follow the process in this help document to void them:" Links: "Entry Link 1" "Entry Link 2" "Entry Link 3" "Entry Link 4" Final Instruction: "Once you have done that click the button below:" Button: "VALIDATE ROLLBACK" At the very top of the page, there's a small alert icon and the text "Rollback Required".


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  2. Once in Xero click the blue Payment link in your invoice or bill. If you're using new invoicing, click Less payment - [date].

  3. Click Options, then select Remove & Redo.

Step 2 - Delete/Void the entry in Xero

  1. Click the 3 dots menu icon, then select Delete/Void.

    show or hide 1

  2. Click Delete/Void to confirm.

Step 3 - Rollback the settlement in Link My Books

From the main settlement dashboard select the Rollback option from the action menu:

A cropped screenshot of a financial dashboard, likely displaying a list of settlements. The image focuses on a single settlement entry, showing: Status: "Sent on September 21, 2024" with a checkmark. To the right of the status, there's an "ACTION" button and an adjacent dropdown arrow. A dropdown menu is open, originating from the dropdown arrow, displaying the following options: "View" (with a magnifying glass icon) "Refresh" (with a refresh icon) "Hide" (with an eye-slash icon) "Rollback" (with a curved arrow icon, highlighted with a red box). A red arrow points from the right edge of the screenshot towards the dropdown arrow, indicating that the dropdown menu is associated with that button. Partial information from other settlement entries is visible above and below this one, showing similar "Status" (e.g., "Sent on September 15, 2024", "Sent on September 14, 2024").


This will validate the rollback on the Link My Books side and mark the settlement as ready to send.

If the settlement doesn't rollback, please contact support and we can manually mark the settlement as unsent.

Step 4 - Re-send the settlement in Link My Books

You can then re-send the settlement using the Send To Xero option in the action menu.

If you have any questions about this article or feedback on how we could make it better please reach out to the support team via the blue chat icon on the bottom right of the page or via email to [email protected].

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Why Are Some Settlements Split into Two or More Invoices?
How to void an invoice or bill in Xero
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Rollback Feature: How It Works
How to Manually Void a Settlement in QuickBooks
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