The Webrecs Xero plugin is a Webrecs dashlet which allows the user to set up single sign-on to a Xero subscription from within Webrecs, and subsequently upload invoice data (accounts payable and receivable) into Xero together with a link to the original document which provided the invoice data. This plugin supercedes the Webrecs Xero Excel plugin for most users.
For a quick tour of the Xero plugin operation please see the Xero Accounts tour
In Webrecs documents of type "Finance" and subtype "Expense" or "Sales" get associated with an aspect of "InvoiceDoc" (for advanced users of the system who are familiar with the concept of aspects this aspect can be associated/removed manually if required). For most users what this means is that the document properties for documents of this type automatically include the following fields :
- Invoice amount
- Invoice tax
- Due date
- Account code
- Account Type
- Tracking code
- Customer code
- Invoice Reference
During the data-entry or keying process some or all of these fields have values entered into them and these document properties are subsequently uploaded into Xero with a link to the document which can then be displayed from within Xero.
In fact only 2 fields MUST be filled with values, the rest get defaults as is discussed below
- Account code is the Xero chart of accounts code, is obtained directly from Xero during the background sign-on process and is mandatory
- Customer code is the Xero contact code, is obtained directly from Xero during the background sign-on process and is mandatory
The following properties will be assigned default values if left blank during the keying process :
- Description - defaults to document or file name
- Invoice amount - defaults to 0
- Invoice tax - defaults to the tax scheme defined by the account code (GST on Expenses, No GST etc.) , assuming that the full invoice amount is taxable
- Due date - defaults to Document date
- Account type - defaults to "Payable"
- Tracking code - no default
- Invoice reference - defaults to the unique document ID (an incrementing integer guaranteed to be unique within your subscription)
Overriding invoice tax
Entering a value into the Invoice tax field changes the way in which Webrecs presents the invoice amounts to Xero with the following effects :
- The Xero tax settings for that account code get overridden, so, for example, a "No GST" line item could get a GST component.
- A taxable amount of exactly the Invoice amount times the GST rate will result in a single line item with full GST
- A taxable amount of greater than the Invoice amount times the GST rate will result in an error (it is inconceivable that anyone would want to pay more tax therefore must be a mistake !)
- A taxable amount of less than the Invoice amount times the GST rate will result in an invoice with 2 line items, one taxable and one GST free. The actual invoice amounts for each of these line items are calculated assuming that the sum of the 2 line items adds up to the invoice amount , and one of the line items has GST applied at the default rate and the other has no GST applied
It is possible to add an invoice with multiple line items by duplicating the document in question, and for all duplicated invoices ensuring that they all have the Invoice reference field set to exactly the same value , and that they are all submitted at the same time.
Quite often a new supplier not yet in Xero will have presented an invoice. There is no value for this Contact in the Contacts dropdown in the data-keying screen, so what is to be done ? Webrecs consciously does NOT allow ad-hoc contacts to be entered in as text because this tends to lead to proliferation of identical contacts with slightly different names (eg. Telstra, Telstra Corp, telstra etc.) . The recommended approach is to create a dummy contact in Xero (say "Dummy" or "None" ) and assign this value to the Customer code field during the data-keying process. Then during the final approval of Draft invoices in the Xero application, create the necessary new contact and change the dummy contact to the newly-created contact prior to approval.
Splitting documents into multiple invoices
It is possible to create multiple invoices from the same document by duplicating the document in question and simply keying each of the invoices as normal.