Xero: One-Click Sync for All Financial Documents

  • Updated

Efficiently managing financial documents and purchase orders is crucial for businesses using BigChange. This article provides guidance on syncing financial documents with Sage and Xero, and introduces enhanced editing capabilities for purchase orders post-sync.

Syncing Financial Documents

Sync All Feature

  • The "Sync All" icon in the financial documents list allows you to mark all filtered documents as ready to sync with your financial package (Sage and Xero).
  • This feature is particularly beneficial for customers who generate invoices regularly, saving significant time for financial teams by eliminating the need to send each invoice individually.

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Required Filters for Syncing

To successfully sync all documents, ensure the following filters are applied:

  1. Document Type: Only include Invoices, Credit Notes, and Purchase Orders.
  2. State: Set to "Not cancelled".
  3. Sync Status: Set to "Awaiting sync".
  • If any of these filters are not selected, a popup message will alert you to the missing filter(s).

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Sync Confirmation and Error Handling

  • Upon selecting the "Sync All" option, a popup message will confirm the number of documents you're about to sync.
  • If there are issues with any financial document(s) being synced, a popup message will indicate the affected documents and the reason for the issue.
  • Documents with errors or those not yet approved won't be synced until manually fixed or approved, ensuring a smooth integration process.

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Editing Purchase Orders after Sync

Enhanced Post-Sync Editing for Xero Users

  • BigChange now offers enhanced post-sync editing capabilities for purchase orders synced with Xero.

New Editing Features

  • Full Line-Item Editing: Change descriptions, codes, quantities, and tax codes with ease.
  • Add or Remove Line Items: Adjust line items as needed, provided at least one line item remains.
  • Locked Fields for Integrity: Essential fields like the PO reference number, supplier, and contact remain locked to ensure data consistency.

Who Can Benefit?

  • This feature is available for Xero users with purchase order syncing already set up.
  • If you use Xero but haven't set up PO syncing, contact our support team for assistance.

Conclusion

The "Sync All" feature in BigChange streamlines the process of syncing financial documents with Sage and Xero, saving time and ensuring accuracy. Additionally, the enhanced editing capabilities for purchase orders post-sync provide Xero users with greater flexibility while maintaining data integrity. For further assistance, reach out to our support team.

 

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