Import Invoices from Xero
This feature is designed for those Xero users that use Dext, Auto Entry, EzzyBills or in fact anyone that created purchase invoices on your behalf. These services will export the invoice into Draft in Xero. From here the invoices can be imported into Zahara, routed for approval and then exported back into Xero when ready. Obviously, we would point out we can do this with our Inbox and do it better, including fixed per invoice pricing and line items recognition without any fanfare. It simply works beautifully.
How it works
First off, make sure Zahara is connected to Xero in Business Settings > Integrations. Clicking Synchronise is a good way to test the connection is all good.
Next, enable importing of invoices from Xero – (make sure your export Invoice settings isn’t set to Draft)
As shown above, you need to select a Division and a default nominal code. One of the things Zahara has that Xero doesn’t, is Divisions so you need to set a default Division. In fact, you could create a separate Division specifically for these invoices that follows a specific approval process. Invoices can also land in Draft in Xero with key bits of information missing like Tax Rates and Nominal Codes. The default nominal code here is a fallback code for Zahara to use if the coding is missing. Zahara will flag up any missing or rogue entries.
Approval Process
The invoice will be created and land in Zahara and will use the “Automatic Invoice Workflow” as it’s the default workflow. This means you need to create an invoice workflow for the Division selected that has a conditional entry point. If you just have one workflow for the Division, add a condition like “Net Value > 0” – This will ensure the invoice goes into the workflow. Our recommendation is to use the “Can edit” or “Must Edit” options on the workflow step and have the approver check the coding.
Purchase Orders
It’s unlikely your recognition provider will find a Zahara purchase order number automatically and Xero simply doesn’t have a field for us to map against to use. This means any invoice created in Xero Drafts and imported into Zahara will have to be manually matched with an order in Zahara and will be problematic.
Importing the Invoices
Related Articles
Xero Integration Explained
Introduction Zahara has a full integration with Xero. We sync suppliers and coding and export invoices from Zahara into Xero. This means you can use Zahara for it’s full intended use – purchase requisition, purchase orders and GRN / receipting as ...Xero gross up
If you aren’t VAT registered and you wish to post all invoices into Xero as Gross against a Zero rated tax code, then this feature is for you. We recommend you send your Zahara orders to your suppliers in a “True” nature – ie £100 + VAT – so use the ...Xero troubleshooting
Problem Resolution Any messages relating to connection or authentication Go to Business > Settings > Integrations. Disconnect and then reconnect to Xero. Enter relevant credentials and try a sync. Read the help article about using a dedicated ...Import Line Items
When raising an order, as explained on this help article – How to create a purchase order – you can import your line items. You may have all of the items you wish to buy on a spreadsheet. Provided they are in our format, you can import them into the ...Xero & Suppliers
When creating a Contact in Xero, it doesn’t become a Supplier until you record a Bill against it. Zahara only picks up contacts that have been flagged as suppliers. We highly recommend creating your suppliers in Zahara. Zahara is designed for ...