Sync Details of transactions in Xero

Note

With effect from 23 Sept 2020, Xero Integration's help documentations will only apply to existing customers or prospects that have created trials before said date.

QuickBooks Commerce pushes and manages the integration of your inventory, purchasing, and stock control with your Xero accounting software. This includes purchase invoices, sales invoices payments, and relevant contact information to Xero, thus allowing you to manage your debtors and creditors on Xero.

Stock Transactions such as Stock on Hand (SOH), Cost of Goods Sold (COGS), and Purchases for the day are consolidated and pushed into a single stock journal at 12 AM GMT. Once approved this bill moves to the P&L. All other transactions sync/push immediately.

QuickBooks Commerce pulls all Tax Types from Xero, and these can be matched with the correct QuickBooks Commerce Tax Types.

How QuickBooks Commerce and Xero work together

The following table lists the details of transactions that are synced/pushed from QuickBooks Commerce to Xero.

Transactions in QuickBooks Commerce	Corresponding Transaction Response on Xero	Xero Account	Type of Sync and Frequency
New Sales Invoice	Creates an Invoice on Xero Invoice needs to be approved on Xero first in order to have affect on the accounts/ledgers. In cases when payment is created in QuickBooks Commerce, invoice will not be awaiting for approval anymore; it is auto approved.	Sales	Push- Immediate
Update line items on Sales Invoice	Updates Invoice	Sales	Push- Immediate
Delete Sales Invoice	Deleted Invoice	Sales	Push- Immediate
New Payment on Invoice	Create a Payment on Xero Xero only allows creating Payment when an Invoice is already approved. In this case, the invoice will be auto-approved (i.e. the status of the invoice will not be "Awaiting for Approval" anymore).	Payment/ Bank	TG to Xero: Immediate Xero to TG: we check every 10 minutes.
Partial Payment Created	Syncs to Xero as Payment. The whole invoice will not be marked as "Paid", but just as "Approved".	Payment/ Bank	TG to Xero: Immediate Xero to TG: we check every 10 minutes.
Delete Payment on Invoice	Delete a payment Xero	Payment/ Bank	TG to Xero: Immediate Xero to TG: we check every 10 minutes.
Sales Return	Creates a Credit Note on Xero	Sales	Push- Immediate
Update Sales Return	Updates Credit Note on Xero	Sales	Push- Immediate
Delete Sales Return	Deletes Credit Note on Xero	Sales	Push- Immediate
New Purchase Order	Creates a Bill (Awaiting Approval) Bill needs to be approved on Xero first in order to have an affect on the accounts/ledgers.	Purchases>Bills	Push- Immediate
Update Purchase Order	Updates Bill	Purchases>Bills	Push- Immediate
Delete Purchase Order	Deletes Bill If the Bill is unpaid, the sync will delete the Bill in Xero. If the Bill is paid, Xero will not allow QuickBooks Commerce to delete the Bill in Xero. An error will be shown in the log.	Purchases>Bills	Push- Immediate
Receiving a Purchase Order	Creates a Stock Journal with a +SOH, -Purchases transaction	+ Stock on Hand - Purchases	Push (12 AM GMT)
Shipping a Sales Order	Creates a stock journal with a +COGS and -SOH transaction	+ COGS - Stock on Hand	Push (12 AM GMT)
Receiving a Sales Return	Creates a Stock Journal with: +SOH and -COGS transaction	+ SOH - COGS	Push (12 AM GMT)
Creating a Stock Adjustment	Creates a stock journal with a ±Inventory Adjustment Ledger Account and ∓SOH transaction	±COGS ∓SOH	Push (12 AM GMT)

Keep in mind

All transactions (except the Tax Code sync) that have been pushed to Xero are visible in the Xero Log.

If you require the following setup, contact us today and we will switch this on for you.

Things to take note 📝

Invoices are pushed as 'Awaiting Approval'.
If an invoice has been approved on Xero, QuickBooks Commerce cannot update the invoice. However, the invoice can be voided.
If the company details (e.g. address, contact details, etc.) have been updated on QuickBooks Commerce, it will not be updated in Xero after the initial push.

Note

However, if you have a large volume of contact/relationships to sync from QuickBooks Commerce to Xero, contact us for further assistance.

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Articles in this section

How QuickBooks Commerce and Xero work together

Things to take note 📝

Articles in this section

Articles in this section

How QuickBooks Commerce and Xero work together

Things to take note 📝

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