Infer tracking data from your invoice history

In this, we obtained PO number (or customer number or something equivalent) and use invoice history to determine the tracking data associated with this number.

Case Study Below: For example, a user wants to track invoices for different “region”. Such information is not directly available on the invoices, but it can be inferred based on “Customer Order No”.

When EzzyBills extracts data from this invoice, the Customer Order No (note: for other invoices, it could be Purchase Order Number or Account Number) gets extracted and will appear in XERO as the second number in the Reference field (after the | symbol). For example, in the invoice below, G947512 | 1438 is the reference number.  The first field, G947512, is the invoice number, and the second field, 1438, is the Customer Order number.

Find out:  how to set up in EzzyBills so that the “Customer Order No” 1438 can be extracted in this example above.

 

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If this Customer Order Number (1438) is associated with certain tracking information within Xero in your invoice history ( such as 1438 — > West Coast), then EzzyBills will populate the tracking information field of “Region” with ‘West Coast’ every time the Customer Order Number 1438 appears on an invoice.

 

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Notes:

  • All lines in an invoice will have the same tracking data.
  • If you change the data in the tracking field for an invoice in Xero, you need to click “Refresh GL” in EzzyBills (under the user profile settings).
  • To help EzzyBills extract the correct numer (Customer Order No/Purchase Order Number/Account Number), you can set the “Purchase Order Keywords“. (Under the user profile setting -> Advanced Options)

 

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