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Custom Export Format - Xero Invoice v2 inc-Date

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

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

You can find out more about the Invoice import process for XERO by searching on line (Google). There articles help.

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

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


NOTE: See attached file at the bottom of the article. This can be dragged/dropped into the system to load the report.

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 these details to create invoices.

The file layout contains:

ContactName - The name of the customer. This needs to be exactly as it appears in Xero.

InvoiceNumber - An invoice number,generated by influence. The 'start' number can be entered when exporting the file, e.g. 286, and will then run sequentially (287, 288,289...etc) or can be generated automatically by the system. ##

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. It will contain the worker name, Pay Rate & Date of booking.

Quantity - The quantity of items sold (typically "Hours" worked or "1" in the case of days).

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

AccountCode - The Nominal ledger code in Xero to assign the item to.  (This is often set to 200 in new Xero installations. You will need to find out what this is in your Xero system and it can then be adjusted to match.  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.


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

## - from version 1.00.19.098 or later, it is possible to control the length/format of the Invoice number using parameter Payroll,Integer(6). Setting this to 0 will strip leading zeros; e.g. INV-68  vs INV-0000068



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



Xero2 Invoice format - Definition.

The definition for Xero2 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.)

PLEASE DO NOT ATTEMPT TO MODIFY OR AMEND THE FORMAT - IF YOU NEED HELP THEN CONTACT THE INFLUENCE SUPPORT TEAM.


How to Use the Export Format

Using the above export 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 XERO2

iv) If it is the final version you wish to import into Xero then tick  that it is a Payment  Run and 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. (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.


For more information about inmporting Sales Invoices into XERO, please search online.
Either of these articles my help.

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 LTD = Correct

(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.



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_(Dated).xml

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  1. Graeme Orchard

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