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Purchase orders, bills & inventory: Bills

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Bills - Apply contact defaults when automating bill creation

Populate Contact Purchase Defaults when Bills arrive as e-invoice or from 3rd party app.

As a bookkeeper I was so looking forward to promoting and using e-invoicing, but unfortunately it's not going to work for me (and many of my clients). This is because we often have invoices with A LOT of line items which are brought into Xero just as a total with one line only. However, if we receive an e-invoice all the individual lines would come into Xero and then we are faced with having to click through every individual line to populate the default purchase GL code.

So pretty much e-invoicing is off the agenda and I cannot promote it until this is changed.

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Helen Schafer shared this idea  ·   ·  Report…  ·  Admin →
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Gaining Support  ·  AdminKelly Munro (Community Manager, Xero) responded  · 

Hi team, we'd like to jump into this thread with an update for you all. We have made a recent update to simplify bill creation and further automation in Xero. Bill's created from email, web or mobile, will automatically apply defaults that have been pre-set in your organisation such as account codes, tax rates, and tracking categories.

We appreciate this idea has been raised in relation to eInvoicing and third-party app creation which this functionality doesn't extend to at this time, but wanted to share for those using email to bills, or uploads.

We will continue to track the interest in these other creation types and share if there are any further improvements.


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  • Tim Diggins commented  ·   ·  Report

    Very important to have default like currency - it's confusing (and feels like a bug) when it recognizes the contact, but doesn't apply their defaults.

  • Kim Hodgson commented  ·   ·  Report

    This is great for e-invoicing, but if bills are forwarded to Xero, could the defaults in the contacts account code in Xero, currency, tax etc, please be populated on the forwarded bill.

  • Cormac Nicholson commented  ·   ·  Report

    When you email a bill to your Xero account it does not default to the Contacts currency, it defaults to the Organisations currency.

  • Casey Wallace commented  ·   ·  Report

    Yes yes yes!!! I have over 30+ invoices at once from some suppliers and having to open them individually is so time consuming.

  • Christine Genocchio commented  ·   ·  Report

    Correct - particularly when it’s a supplier who has the same account code every time, E.g bookkeeping, fuel, motor vehicle etc

  • AdminKelly Munro (Community Manager, Xero) commented  ·   ·  Report

    Thanks for sharing, Christine.

    Just want to clarify, would this be to apply the contact default account codes from the Financial Details of their Contact record when emailing bills to a client's organisation?

  • Christine Genocchio commented  ·   ·  Report

    if a contact has a specific account code assigned - allow the invoices to pull this across when it's emailed to Xero Bills. Otherwise time and productivity are down going into each single invoice to allocate