For old customers, when you create a Purchase Order (PO) on TradeGecko, a Bill will be created on Xero (Awaiting Approval). For new customers, the PO is synced upon receiving on Xero (Fully Receive). All line items on the PO will be pushed on the same Bill (including the landed costs i.e. freight, duty, shipping, etc).
Receiving a Purchase Order on TradeGecko will increase the Stock On Hand and decrease the Purchases account.
The table below shows how elements of a Purchase Order sync over to Xero.
| Elements in Purchase order | Corresponding Response on Xero | Xero Bill | One-way sync or two-way sync? | Sync frequency |
| Purchase Order Created (Draft PO will not sync to Xero) |
Creates a Bill (Awaiting Approval)
|
Bill | One-way | Push- Immediate |
| TradeGecko PO Number | Syncs as Reference in Xero | Reference | One-way | Push- Immediate |
| Create date of PO | Syncs as Bill create date | Date | One-way | Push- Immediate |
| Stock due date | Syncs as due date | Due Date | One-way | Push- Immediate |
| Reference | Doesn't sync to Xero | NA | NA | NA |
| PO currency | Syncs as currency ISO code | Bill Currency code | One-way | Push- Immediate |
| Exchange Rate | Doesn't sync to Xero | NA | NA | NA |
| Line item Variant SKU | Syncs as line item description (not as item SKU) | Line item description | One-way | Push- Immediate |
| Line items Tax Type | Syncs as line item tax type (based on mapping in the Xero App Setting) | Line item tax type | One-way | Push- Immediate |
| Line item Price | Price will sync in the line item as price | Line item | One-way | Push- Immediate |
| Line item Quantity | Quantity will sync in the line item as quantity | Line item | One-way | Push- Immediate |
| Message to customer | Doesn't sync to Xero | NA | NA | NA |
This is a sample of how a TradeGecko Purchase Order pushed to Xero Bill looks like:
Example #1 Before Approval in Xero
Example #2 After Approval in Xero, Awaiting Payment
A possible complication here is those inventory items and landed costs will be billed to the same supplier/vendor.
To fix this, you need to split the bill into multiple bills by following these steps:
- Log into your Xero account
- Duplicate the bill on Xero, and remove all line items except for the landed cost, be sure to choose the correct vendor for landed cost
- Go to the original bill, remove the landed cost line items and save.
- You will now have 2 bills, one with the stock items addressed to the supplier, and another with the landed cost addressed to the correct vendor
Note
Purchase Orders created on TradeGecko before the integration will not be synced over to Xero. TradeGecko does not sync historical invoices.