Xero Invoice Export

Xero Invoice Export

Xero Invoice Export

On the management portal, go to Settings. Then, select Exports

Choose the configurations that you want for the export. 

The serialization (file type) is disabled since it is not being expected to be exported on the formats listed on it.

You can use “Use Custom Invoice Prefix and Start Number” to automatically add an Invoice Prefix. You may click on AUTO POPULATE for the system to give an Invoice Start Number.
For the bookings to be included in the export, the clients should have an organisation reference ID set up in their profiles.

Handling of multi-companies in Xero

If the head office of the organization is integrated to a company in Xero and its branch offices are integrated to a different one in Xero upon selection of branches, if you choose the main branch, you should be able to select the branches which are integrated to the same company in Xero. Otherwise, the branches are disabled. There should be an info message telling you that it is integrated with another company in Xero. If a branch is not connected to any company in Xero, it should display that is not integrated with Xero.

Once you have proceeded, click on the GENERATE EXPORT button.

Data Sanitation for Xero Invoice Export

If there are account code issues after trying to generate, this page for Data Sanitation for Xero Invoice Export would appear. This should allow you to fix the issues on the account codes.


For the Missing Debtor Reference, the system should be able to fix the issues for the organisation already. There are no extra steps necessary on the users’ end.


If there are line items of the bookings on the list under No Matching Account Code from Xero, you should be able to select these line items and choose from the account selection to select an account code. If you click on the ASSIGN CODE, it should be able to assign the account codes.


On the Data Sanitation page, you should also be able to view a list of already exported bookings.

Select the bookings that are for re-export and the ones that are to be skipped.


Review Xero Invoices

You can now proceed to the ” review screen” by clicking on the button. 

If there are no more issues with the account codes, the page for Review Xero Invoices should appear. This will give you detailed information on the invoice number, invoice date, reference, contact name, due date, as well as the line items, its account code and other information.

For the reference name, if there is a contact for that client with contact type “Finance/Billing”, the name for the billing should appear. Otherwise, the reference will remain blank.

Once you have reviewed the following, you may click on CONFIRM EXPORT. If you do not wish to proceed, click on CANCEL EXPORT.

The bookings that are marked for re-export should also be visible on this screen. 

After successful export, these should reflect on the Xero website, as well. These should be viewable on the Invoices page.

Xero Billing Exports History

All of the generated exports records should be listed on the Xero Billing Exports History.

Canceled exports would not appear in history.

The list should allow you to rollback, retry, and view the details of the exports.


VIEW DETAILS

If you wish to view the Xero Export Details, click on the eye icon.

If you try to view a failed export, you should be able to see the errors as to why it has failed. The following errors may also be fixed on your Xero Account. After fixing, you may retry the export process again.

RETRY (next to the eye icon)

This should allow you to retry the exports of the ones with Failed status.
This option should be disabled for other statuses like Partial Success or Success.

If you select this option and the status is Success, you should be able to see the previous errors encountered.

ROLLBACK (after RETRY button)

This option is available for exports with Success or Partial Success status.
Once you have successfully rolled back, all of the invoices from this export are expected to be deleted from Xero. The status of the export will be changed to Rolled Back on the Xero Billing Exports History. You may still view the details of the rolled back export by clicking on the View Details (eye icon).

Xero Billing Invoices of the Clients



If you go to the client’s profile and if the client has xero billing invoices, it should be displayed under Xero Billing Invoices.

This list should be able to give you the invoice number, invoice date, status and when it was created. You may also sort the columns via clicking on the columns. The arrow icon should tell you if it is ascending or descending.
By clicking on their account number, you should be able to view its details.


On the management portal’s Service Review page, you should be able to see the bookings and its invoice number. 

By clicking on the invoice number, you should be able to view its details.



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