Following the creation and bulk emailing of Invoices in eTrack, you can export the invoices to the Xero accounting package for tax, BAS, GST, payroll and general ledger purposes. Export is seamless using secure timed out tokens and can happen at any time (not only when you invoice). A PDF copy of the invoice may be included with the Export. Following a bank reconciliation in Xero, payments may be imported back into eTrack. The eTrack Invoice screen has Views for Invoices, Payments and a Statement.
Xero Export of Invoices
Select Active on the left and select the Invoice icon at the top.
In the filter ribbon, tick ‘Invoice Batches’ and select ‘not exported’. Optionally also select a date range.
Click the Apply button in the Invoice tab to load invoices that match the filter criteria.
Tick the checkbox next to the invoice rows you want exported (or tick the top one to select all).
Click the Export button and select Xero.
A dialog will be displayed with two options (the settings you choose will be remembered).
a) Choose to upload the actual invoiced PDF along with the invoice details to Xero by clicking the checkbox. This is then saved as an attachment in Xero.
Note, the PDF must first exist by printing, emailing or opening the invoice in eTrack.
b) Choose the status of the exported invoices which will default to AUTHORISED. Use DRAFT if you are sending Invoices from Xero and not bulk sending through eTrack.
Click the CONNECT button in the Xero dialog to export the Invoices and apply a batch number to the exported Invoices. The export is seamless and the data will automatically appear in xero.
In the eTrack Invoice tab, exported Invoices have a Status of ‘Locked + Exported’ , or ‘Locked (Sent) + Exported’ if also Emailed.
Exported Invoices are given a batch number that you’ll see in the second column. You can filter by a specific batch number.
Xero Import of Payments to eTrack
Following the export of Invoices to Xero it is typical to perform a bank reconciliation in Xero to reconcile invoices and record Payments. These reconciled payments may now be imported back into eTrack to populate the Payment fields in the Invoice screen.
This provides knowledge of whether clients are paying so managers (without access to Xero) can chase and also be aware for future invoices.
All part payments are imported and can be viewed for each Invoice by right clicking on a row.
The ability for a user to manually match a payment to an invoice that wasn’t done automatically based on the invoice number is also available.
User Guide
1. Select the Invoice tab and click Import->Xero Payments.
Note: Import of Payment does not need a tree selection. This can be run any time, multiple times, with some or no Invoices loaded into the Invoice screen. All payments are imported and matched using the Invoice #. Invoices without a matching payment can be manually matched (see below).
2. Click Connect and Payments will be imported and match the Invoice #.
All part payments are imported and the sum of the amounts appear in eTrack.
All changes will also be imported and eTrack updated, for example to the amount, date, status and reference. (FYI, Xero has a hidden ‘Payment ID’ that is stored in eTrack and used to perform the match.)
3. Use the View button top right of the Invoice tab to select Payment View.
This displays just the columns relevant to Payments.
4. View Payments Details and Part Payments
To view the Payment details of an Invoice, right click on an Invoice row and select
Xero -> View Payments
A list of all part payments that make up the Invoice is displayed.
The Paid $ in eTrack = total of eTrack Paid $ in the Payment dialog.
5. Invoices Deleted in Xero
If a Payment is listed as DELETED in Xero, they are still linked to Invoices in eTrack but the Paid $ in the above dialog will be $0 and the Amount will not be added to the Paid $ in eTrack.
6. Manual update of Payment in eTrack
You can also manually enter Payments into eTrack.
Click the View button and select Payment View and edit the Paid $ and Date Paid.
Optionally enter a Writeoff if required. The Balance Owing will update.
To speed up entry, tick the checkbox in the Date Paid column that populates the Date Paid as today’s date and Paid $ as the Invoice $.
Please contact [email protected] for a guide and help to setup your interface with Xero.
