04.2 Receiving and Invoicing PO in Xero

Introduction

If you manage PO in Xero and would like to have two steps: goods receiving and invoicing, this is for you. Xero does not have a function to allow both steps – it only has one step for you to do which is to mark it as “billed”. However, there is a way to accommodate both steps with the use of EzzyBills.

Guides to set up

To use this, first, you will need to set up a proper workflow, to include the workflow task. Find Check PO Exists from the left list and drag-drop to the workflow task figure.

Then click the settings icon in the “Check PO Exists” workflow task to edit the setting below (screenshot 1). Copy the setting in the example (screenshot 2) and paste in the Setting textbox (screenshot 3). Click “Save“.

[screenshot 1] click setting icon

[screenshot 2] Copy the relevant setting example

[screenshot 3] paste in the Setting textbox. Click “Save”.

How to upload bills to this workflow

With this workflow,

• The order must be received before po check passes. If not then it will get error “CheckPO failed. Purchase order:### has not been received yet.” If the check is passed, we will export the bill to Xero and mark the PO as “billed”.

• For a staff member to receive order in Xero, please login to Xero, find the PO, and add  the note “Order-Received” in the note (not case sensitive, but “-“ is required)

After the PO check fails, wait until the goods are received,

• Edit the PO in Xero, and add  the note “Order-Received” in the note (not case sensitive, but “-“ is required)
• Then login to EzzyBills, and click “Dashboard”. Click “In Progress” tab, or Search “checkpo failed” to find the invoice, and click “modify”. In the next window, click “Save” to trigger