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Custom Timesheet Export Format - Xero Invoice

This custom Export format will allow you to export information from the TIMESHEET ENTRY module into Xero in order to produce Invoices to your clients.

It will produce an excel file containing details of the client name, the number of "Units" and a price. When imported into Xero it will create a sales invoice.


NOTE: See attached files at the bottom of the article. These can be dragged/dropped into the system to load these reports.


You can find out more about the Invoice import process for XERO by searching on line (Google). These articles may help. (NB: For support with XERO, please contact XERO)

https://central.xero.com/s/article/Import-customer-invoices-UK      

and   https://www.youtube.com/watch?v=-LUx_HHmOys

Xero Invoice format

The definition for Xero Invoice Format definition can be found in
Maintenance > Temp Centre > Setup > Timesheet Export Layouts



If the format is not in the system, then it can be imported by simply dragging/dropping a copy of the format onto this form within Influence.  (See files attached to this article.)


How to Use the Export Format

It is possible to export entered timesheets in a format suitable for import into XERO. This can be done from within the [Timesheet Entry] option of Influence

i) Go into timesheet Entry and filter the list to show Entered Timesheets

ii)  Click the [Export] button at the bottom left.

iii) When prompted use the drop-down to choose an export format suitable for XERO

iv) If it is the final version you wish to import into Xero then tick  that it is a Payment  Run or Invoice Run. If you want the system to produce invoice numbers then tick Autonumber Invoices and set the 1st Inv No. 

Optional: You may want to set a Prefix/Suffix for your Invoice numbers, e.g. INV-12345INF

v) Set the export path to a suitable folder on your LOCAL PC.
(Tip: You may wish to create a suitable folder on your own PC such as C:\Temp\Xero Files and then set this as the export path.)

Having run the export the system will automatically open the export folder so you can open or see the file which has been produced.


Note: There are two output formats which can be produced. The BASIC format contains enough information to allow the creation of invoices but does not contain company address information relating to the invoice address. 

NB: The default Export Path can be changed. The default is set by parameter Payroll,Paths(2)

e.g. \\iflapp\Influence_Docs\Timesheets\TS-20190706.csv could be changed to
C:\Temp\TS-20190706.csv

Example Output

Below is an example of the output file produced.
The conforms with the file specification for import into XERO and will allow you to import the information and create Draft Invoices within XERO.

The basic file layout contains:

ContactName - the name of the customer exactly as it appears in Xero.

InvoiceNumber - the invoice number. generated by influence. [#]

Reference - a reference for this invoice  (This is Optional and is not required by Xero)

Invoice Date - the invoice date in the format dd/mm/yyyy.

Due Date - the due date in the format dd/mm/yyyy.

Description - a description of the items on this invoice.

Quantity - the quantity of items sold (typically "Hours" worked).

UnitAmount - the price of the items sold (typically hourly rate).

AccountCode - the chart of accounts (Nominal ledger) code to assign the sales value to.
[Typically this might be 4000 in a traditional UK chart of Accounts. It is often set to 200 by default in new Xero systems. You should find out what this is in your Xero system and it will need to be set accordingly in the report. Check your XERO documentation but it is usually available from Accounts > Advanced > Chart of Accounts.]

TaxType - the tax rate display name as it appears in Xero.
[Typical examples are 20% (VAT on Invoice) or 0% VAT Exempt ]


The above is the minimum amount of information that must be supplied as part of the *.CSV import file for Xero.

[#] - Parameter PayrollB, Integer (6) controls the length/format of the invoice number. If set to 0 then the system will strip any leading zero's from the number.

e.g. INV-68 as opposed to INV-00000068


Optional

As well as the BASIC export format there is a slightly longer format which includes the Invoice address. the process for using this is the same as the basic format, but the output (*.CSV file) will include additional columns relating to the Invoice address 



To find out more about importing Sales Invoices into Xero, please see your XERO documentation or search online for "Sales Import into Xero"

A useful link is:

https://central.xero.com/s/article/Import-customer-invoices-UK

and   https://www.youtube.com/watch?v=-LUx_HHmOys


Limitations and Clarifications

a) If you are integrating with an existing Xero implementation then the names of the companies in Influence must exactly match the names of the existing companies in Xero. e.g. If the client is called MEGA Products LTD in Xero then it must be called exactly the same in Influence

Mega Products Limited  =   Wrong  X
Mega Products Ltd  = Wrong  X
MEGA Products LTDCorrect

(NB: As an option it is possible to set the XERO name on the "Invoice Address" page of the company record if you do not wish to change the client name in Influence - but if you do so then EVERY client in Influence which you post to Xero needs to have the name set in this way; you cannot mix-n-match ).

b) As part of the Xero import it is possible to specify if the addresses in Xero are imported and overwritten or not. TAKE CARE - Do not over-write the addresses if you have only exported the 'basic' file which does not include company addresses.

c) When using the export format which includes the invoice address, then the invoice address is taken from the Invoice address page of the branch record, so this should not be left blank for any active firms where bookings are made.

(See below)



Note

These reports are supplied "As is" and should work with most XERO implementations. However, if you want to have these amended or adjusted or if large numbers of changes are required then Influence would charge for the time to amend the report to create a 'bespoke' version to your specification. These amendments would be charged at our hourly rate.



XERO_Invoice_Export_v2.xml

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XERO_Invoice_Export_(Plus_Inv_Addres)_v2.xml

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  1. Graeme Orchard

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