Zudello has pre-configured document types to enable you to capture inventory and expense invoices and credits and process them to Xero.
Zudello has pre-configured document types to enable you to capture inventory and expense invoices and credits.
Purchasing Document types for Xero
Zudello captures both inventory and expense supplier invoices and creates the respective bills in Xero. Based on the document type selected, Zudello either matches the invoice line items to your inventory items in Xero and creates an Inventory bill or Zudello creates an expense bill with expense line items in Xero.
By default, Zudello has three document types configured for the Xero integration to handle your Purchasing transactions.
Expense Line-item - Expense invoices where stock is not being tracked. Typically represent expenses or services to your business. Zudello extracts expenses at the line level, sending the expense lines with coding to Xero.
Invoice - Inventory invoices where items supplied are matched to items in Xero. Zudello can also enable you to capture new items from the document and create them in Xero from the Invoice document type.
Credit - Supplier credits. So that credits process correctly, all values on the document should be positive, such as Quantity, Unit Price and Totals.
How to process Expense Line items
Zudello uses the Expense Line item document type to process your expense related invoices to Xero as a bill.
Import your expense bills into Zudello for complete extraction. Based on the supplier, Zudello will automatically set the document type to be Expense-Line item.
Zudello captures the description, quantity, unit price and total of the expense line item and enables you to apply account and tracking coding at the line level.
Once the document is processed, Zudello will create an expense bill with line level dissection in Xero.
Note: The Expense Line item document type does not match inventory item information in Xero and as a result should not be used to process inventory invoices.
How to capture a credit line on an Expense Line item document
In the event there is a line of credit on your Expense Line item document, the credit line should have a positive quantity with a negative unit price and negative total so that the document can process to Xero.
Xero does not take negative quantities, if there is a negative quantity in the line items, the document will be unable to process to Xero until corrected.
How to process Invoices
The Invoice document type is used to capture inventory items from your supplier invoices and automatically match them to your items in Xero.
Import your inventory bills into Zudello for complete extraction. Based on the supplier, Zudello will automatically set the document type to be an Invoice.
Zudello captures the item code, description, quantity, unit price and line total and enables line level account and tracking coding. Zudello automatically matches the supplier SKU's to your internal item codes in Xero.
Once the document is processed to Xero, Zudello will create an inventory bill and update inventory items in Xero.
Creating Items in Xero
The Invoice document type can also be used as a method to create new items in Xero. In the event you want Zudello to create new items which are not in Xero and add them to your inventory, Zudello can capture the new items straight from the Invoice document type.
Once the invoice is processed to Xero, Zudello will create the new inventory item and the inventory bill in Xero.
How to capture a credit line on an Invoice document
In the event there is a line of credit on your invoice, the line should have a positive quantity with a negative unit price and total so that the document can be processed to Xero. Xero does not take negative quantities.
How to process credits
Zudello captures Credit Notes as a Credit document type.
Import your credits into Zudello for complete extraction. Zudello will identify that the document is a credit and set the document type to Credit.
So that credits are processed correctly to Xero we require all values to be positive. This includes line quantities, unit prices, line totals and document totals. Double check the line items on the document.
Once the document is process to Xero, the Credit will be created with line items dissection in Xero.
How to capture a debit line on a Credit document
If there is a debit line or charge on the credit note, then you’ll need amend the line to have a positive quantity and negative unit and line total prices in order for it to process to Xero correctly.