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Posting, rolling back & reposting

TrueBooks converts each settlement into a single, fully-itemised AUTHORISED invoice in Xero. This guide covers the full lifecycle — preview, post, bulk-send, roll back, and repost — along with the duplicate-prevention mechanisms that keep your books clean.

Posting a single settlement

From the Settlements list, click any row to open its detail page. You'll see three main actions: Preview, Post, and (once posted) Rollback / Repost.

1. Preview runs your settlement lines through the classifier and groups them by (account, tax type). The result is a fully-costed summary you can review before anything reaches Xero — sales, refunds, FBA fees, marketplace VAT, each showing as one invoice line with the correct rate and amount. This step costs nothing and is completely safe to run multiple times.
2. Post sends those lines to Xero as an AUTHORISED ACCREC invoice. TrueBooks dates the invoice to the settlement's deposit date (or the period end date if the deposit hasn't cleared yet) and sets it due immediately so it can be reconciled against your bank feed.

Tax figures are back-calculated from tax-inclusive totals using tax = gross × rate ÷ (100 + rate). The sum of all invoice lines reconciles to the settlement's net disbursement to the penny.

Invoice numbers and references

TrueBooks attaches two identifiers to every Xero invoice it creates:

• The invoice number — a workspace-sequential ID like AMZ-TB-10001. These increment with each new settlement posted.
• The reference — a stable string like (£1,275.20) TBUK-26881161592, combining the settlement total and the Amazon settlement ID.

The reference is the primary key — it's what TrueBooks uses to find an existing Xero invoice before posting, and it never changes across reposts. When you search in Xero for a settlement, search by reference; the invoice number is secondary. On a repost, TrueBooks deliberately reuses the existing invoice number rather than minting a new one — this keeps the audit trail coherent: a voided invoice and its replacement share the same number, separated only by their VOIDED vs AUTHORISED status.

Bulk posting multiple settlements

You don't have to post one settlement at a time. On the Settlements list, tick the checkbox on each row you want to send, then click Post to Xero in the action bar that appears above the table. After a confirmation step, TrueBooks starts working through the batch.

What happens during a bulk post:

• A progress indicator at the top of the page shows how many settlements have been processed — for example, "5 of 12 complete" — with a dynamically-adjusted time estimate that accounts for how fast Xero is responding.
• Each settlement's status badge on the list updates in real time as it completes. You don't need to refresh the page.
• If Xero's API rate limits kick in mid-batch (Xero has per-minute call caps), TrueBooks pauses briefly and the progress indicator lets you know — the batch resumes automatically once the rate window clears.
• You can navigate away from the Settlements page during a bulk post. Processing continues in the background. When you return, the progress indicator picks up from where it left off.
• If one settlement in the batch fails — a bad mapping, a Xero validation error — TrueBooks records the failure for that row and moves on to the next. The rest of the batch completes normally. You can retry the failed settlement individually without re-running the whole batch.

Rolling back a posting

If you need to undo a settlement that's already in Xero — wrong account mappings, an accountant revision, or a mid-period correction — open the settlement and click Rollback. TrueBooks executes two steps atomically:

1. Voids the Xero invoice. Xero keeps voided invoices in its audit trail — they don't vanish, they just become inactive. This is preferable to deletion because it preserves the record of what was posted originally.
2. Resets the settlement to Draft in TrueBooks, clearing the active Xero invoice link. The settlement data and all its transaction lines remain intact.

From Draft you can update your account or tax mappings and post afresh. The new invoice gets the same reference and the same invoice number as the voided one.

Reposting

Repost is a single-click rollback-then-post. If a settlement is currently Posted and you click Repost, TrueBooks voids the existing Xero invoice, re-runs the classifier against the current account and tax mappings, and creates a fresh invoice — same reference, same invoice number, updated amounts and tax codes. Use this after changing your mappings when you want those changes to take effect on an already-posted settlement.

Auto Post

If you'd rather not post settlements manually at all, you can enable Auto Post from the Settlements page header (the switch to the right of the list). When on, TrueBooks automatically sends each newly-imported settlement to Xero as soon as classification is complete — you don't need to click Post yourself. Auto Post requires an active Xero connection to operate; the toggle is greyed-out if Xero isn't connected.

Auto Post and manual posting coexist safely. If a settlement is already Posted, the auto-post job skips it. Newly-backfilled settlements that arrive in bulk are queued and processed one at a time to avoid hammering Xero's API.

How TrueBooks prevents duplicate invoices

Two scenarios historically risked producing two AUTHORISED invoices for the same settlement in Xero: a void that silently failed mid-repost, and manual invoice edits that left an orphan TrueBooks didn't know about. Current TrueBooks defends against both:

1. Pre-post lookup. Before creating any invoice, TrueBooks queries Xero for every AUTHORISED invoice whose reference matches the settlement's reference. Any active matches are voided first; the lowest existing invoice number in that set is then reused for the new invoice. This means only one AUTHORISED invoice for any given reference can ever exist in your Xero org.
2. Hard failure on void errors. If Xero refuses to void a prior invoice (already reconciled, API error, etc.) during a Repost, TrueBooks aborts the repost and reports the failure — it does not continue to the create step. This prevents the situation where a failed void is ignored and a duplicate is created on top.

The Xero integrity scanner

For accounts that have been in use a while — or where invoices have been manually edited in Xero — the Xero Integrity Tools at Settings → Account → Xero Integrity Tools provides a one-shot scan. It finds every TrueBooks-tagged invoice in your org, groups them by reference, and flags any reference with more than one AUTHORISED invoice attached.

Running in Dry Run mode shows you what would be fixed without making any changes. When you're satisfied, switching to live mode voids the duplicates (keeping the lowest-numbered invoice per group) and reconciles the TrueBooks database to match. The scan is read-only by default and safe to run at any time — it makes no changes unless you explicitly apply the results.

Manual journals instead of invoices

The posting service can write manual journal entries rather than ACCREC invoices if your accountant prefers that format. The invoice format is the default because it reconciles most cleanly against bank feeds in Xero — but if you need journal output instead, email support and we'll switch your workspace over.