During client and vendor synchronization between BQE CORE and Xero, some records can display the message Record Not Found in Xero or might not appear in the Unmapped list after being unlinked. This behavior is expected and is based on how Xero classifies contacts.
In Xero, all records are initially created as contacts. A contact is identified as a customer only after an invoice exists for that contact, and it is identified as a supplier only after a bill exists. Contacts without invoices or bills remain generic contacts. CORE relies on this classification to determine record availability for mapping and un-mapping.
If a client is exported from CORE to Xero, a contact record is created in Xero, and the client is shown as mapped in CORE. If the client is later unmapped in CORE and no invoice exists for that contact in Xero, the contact is not identified as a customer. In this state, the record exists only as a generic contact in Xero. As a result, CORE displays Record Not Found in Xero, and the client is excluded from the Unmapped list.
After an invoice is created or exported for the client in Xero, the contact is identified as a customer. The client then appears in the Unmapped list in CORE and can be mapped or unmapped as expected.
The same behavior applies to vendors. If a vendor is exported from CORE to Xero, a contact record is created, and the vendor is shown as mapped in CORE. If the vendor is later unmapped in CORE and no bill exists for the contact in Xero, the contact is not identified as a supplier. In this state, the vendor exists only as a generic contact, causing CORE to display “Record Not Found in Xero” and exclude the vendor from the Unmapped list.
After a bill is created or exported for the vendor in Xero, the contact is identified as a supplier. The vendor then appears in the Unmapped list in CORE, and mapping behavior functions as expected.
This behavior is most commonly observed in workflows where clients or vendors are exported from CORE to Xero before any transactions exist in Xero. In such cases, the contact remains in an intermediate state and is not recognized as a customer or supplier for mapping purposes.
To ensure consistent record mapping behavior, clients must have at least one invoice in Xero, and vendors must have at least one bill. This allows Xero to classify the contact correctly and enables CORE to display and manage the record during synchronization.