02.1 Account codes on bills to Xero

Latest update (as of September 2024)

1. For exports to Xero & MYOB.

By default, account codes are determined with this order below:

1. Use the account codes that get approved during approval (noted in 2025)
2. Use the account code set in the EzzyBills > Lists > page for a supplier ( Edit the “GL Account” field)
3. Then, use line description matching, based on your invoice history in Xero or MYOB (Note in 2025: the EzzyBills Setting “Guess Account Code” must be on in order to use description matching)
4. then supplier default in Xero or MYOB.

If you want to change this order, go to “Workflow“, and click “View/Edit” of your active workflow.

Click the “setting icon” in export work tasks (“MYOB Export“, or “Xero Export“),

When a sidebar pops out, scroll down to the bottom. Copy and paste the json codes below into the setting textbox. Click Save.

{
  "state": 146,
  "keywords": [
    {
      "name": "useSupplierGLCode",
      "value": "true"
    }
  ]
}

2. For QuickBooks, the only difference from Xero is that there is no supplier default data available for EzzyBills to use. So if you want to set supplier default account code, use EzzyBills “Contacts” page, click the supplier to edit the “GL Account” data field (per instruction on Section 2 below)

3.For the “Set Account Code” work task (on a custom workflow or used before approval work tasks), we will use the supplier default before using line description matching.

4.On the EzzyBills “Contacts” page (Login, click “Contacts”), if “GL Account” is specified, we will use it, with the highest priority (except that this account code is overridden during approval). Valid for for Xero, QuickBooks & MYOB (MYOB is the most recently supported).

1.How does it work by default?

We use your  Xero invoice history and Xero Contact data to assign account codes to your invoices, line by line.

• The invoices that are still in the draft folder in Xero will not be used by EzzyBills. Only recent approved invoices (for several months) will be used.
• If default purchase account code is set in Xero Contact, we use it when there is no description matching can be found in your xero invoice history.
• Login to EzzyBills, click Settings, then Reload Data & Learn. With this, EzzyBills will retrieve new Xero data before next file upload. Otherwise, we automatically retrieve Xero data once a week.

For a new supplier, if there is no matching history data in term of description, we will use most commonly used the account code in your Xero.

2. EzzyBills “Contacts” page (new as of March 2023)

You can set default account code in EzzyBills for a supplier or customer:

• Go to EzzyBills, then Contacts, click the link, search for the contact, and then select a “GL Account” for this contact. Please note this column of data is not coming from your accounting software.

If you set an ‘GL Account’ for a supplier/customer, then this GL account will get used when we export the transaction (provided the user did not override this account code during approval).

3. What to do when incorrect account codes are used?

If the account code is incorrectly assigned, then you shall do the following,

• Open the invoice at XERO, and modify the account code. Click “Approve”. (we will learn from your modifications for future use)
• If the same account code is used for all this supplier’s bills, set it in EzzyBills “Contacts” page per instruction in the section above. Or set the account code in Xero Contact data under purchase default.
• If you want EzzyBills to first use supplier default account codes in your Xero (followed by using Xero invoice history), click “Workflow” > “Xero Export”, and set workflow setting to be like this (per instruction at the beginning of this page).