Job & Tracking to WFM and Xero

This page is only relevant to WorkflowMax (WFM) users that has a job costing workflow to export a bill/receipt to a job in WorkflowMax, and then export to Xero.

After you upload a bill/receipt to EzzyBills, you need to specify a WFM job during approval. For some users, they also want to choose a Xero tracking option. Please follow the instructions below.

Step 1: Change a setting

By making setting change below, you will be able to see job and tracking data from both WFM and Xero during approval/job selection:

• Go to Settings > Advanced Options > Disable Job And GL Filter. Enter true. Click Save

Step 2: Change workflow setting (only need to do it once)

If you want to avoid creating new categories in Xero that don’t already exist, set “CreateTracking=false” in the workflow settings.

Login EzzyBills, go to “Workflows” and edit the workflow, and click the setting icon for the task “Xero Export”, and enter the following text in the setting box. Click Save.

Here is the text that need to be copy into the setting box on the screenshot above.

{
  "state": 146,
  "keywords": [
    {
      "name": "CreateTracking",
      "value": "false"
    }
  ]
}

Step 2: Enter tracking data from both WFM and Xero

After upload a bill/receipt to EzzyBills, you will need to enter the job and tracking in EzzyBills during approval

• Enter the WFM job first (you must enter one)
• Enter the Xero Tracking next: enter a vertical line (|), followed by the Xero Tracking data. This is optional – it is OK if you do not have a Xero tracking to enter.

Example:

For example: If you upload a bill/receipt to your EzzyBills account, you can set tracking during approval. In the example below, two tracking options are entered: first one is a WFM job, and the second one is a Xero tracking option.

For the example on the screenshot above:

• “J000023, Fix toilet” is a WFM job, and “North” and “South” is a Xero tracking option. If these exist, during export to WFM, we will assign this job “J000023, Fix toilet”; during export to Xero, we will use the tracking “North” and “South”.
• When export this bill to WFM, all the lines are exported to this job (“J000023, Fix toilet”).
• When export this bill to Xero, North, or South will be used depending on the line and the last line does not have a Xero tracking.

Further note:

• When entering multiple tracking data during approval at EzzyBills, at the line or header level, there are two options 1) choose from existing dropdown list or 2) enter the tracking manually.
• If you choose multiple options from existing dropdown list, we will save them as a single text string. To ensure they are processed as individual tracking options, make sure to separate them with a vertical line (|).
• If you enter the tracking data manually, you will need to enter a vertical line between tracking data.

[Screenshot: The above bill is exported to WFM with the appropriate tracking applied]

[Screenshot: The above bill is exported to Xero with the appropriate tracking applied]