Request Accounting offers a direct integration with Xero that allows you to import your chart of accounts, categorize your transactions, and sync them back to Xero automatically.
However, you may notice that some transactions don't appear fully categorized in your Xero journal entries after syncing. The most common reason is that you've categorized these transactions using locked accounts or system accounts in Request Accounting.
What Are Locked Accounts?
Locked accounts in Xero have specific purposes and can't be deleted or archived. You can identify them by the padlock icon next to the account code in your chart of accounts.
Accounts are locked when they're used for:
Repeating invoices
Bank rules
Tracked inventory
Registered fixed assets
Payment accounts for Payment Services
Payroll purposes (for organizations with payroll enabled)
Important: While you can edit locked accounts and use some of them in transactions, they may still cause issues when syncing categorized transactions from Request Accounting to Xero.
What Are System Accounts?
System accounts are preset by Xero for specific reporting and accounting purposes. They can't be unlocked, deleted, or archived.
Common system accounts include:
Accounts Payable
Accounts Receivable
Current Earnings
Retained Earnings
Historical Adjustments
Realized/ Unrealized Currency Gains
VAT
Wage Payables
Most system accounts can't be used in manual journal entries, which is why Request Accounting can't sync transactions categorized with these accounts back to Xero.
How to Fix This Issue
To prevent this issue from happening:
Check your accounts before categorizing - Before categorizing transactions in Request Accounting, verify that you're not using locked or system accounts
Identify locked or system accounts - Look for accounts with padlock icons in your Xero chart of accounts, or check against the system accounts list above
Use regular accounts only - Always categorize transactions using standard accounts that aren't locked or system accounts
Important: Once a transaction is synced to Xero, Request Accounting marks it as synced and won't allow you to edit it again even if the transaction was categorized using locked or system accounts. If you've already synced transactions with these accounts, you'll need to manually correct the journal entries directly in Xero.
Need Help?
If you're unsure whether an account is locked or a system account, check your Xero chart of accounts. You can hover over the padlock icon to see why an account is locked.
For more information about locked and system accounts, visit Xero's help documentation.