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Example we explain here is a 4 line Purchase Order in CSV format which, using the Bills To Pay Template, we are importing in my test Xero platform.
Each line in the PO use a different Account Code from our Chart of Accounts.

In brief, if we leave any of the Account Code fields empty the system does not seem to want to import the Supplier Contacts Purchasing Default Account settings.
I have tried all versions of this import and the only one I can get to work is one where all the fields are completed.
This means we have to code every part in our MRP with a Supplier Purchasing Account Code.
This to us is around 2,000 lines of purchased parts.

However when I import Customer Invoice Data, if the Account Code Field is left blank, the system automatically pulls the default Account Code in for me.
Question ? why will it not do it for Suppliers ?

See Harry's reply below.

Harry - Xero Specialist

Thank you for reaching out.

You're correct that there is a difference in behaviour between importing customer invoices and supplier bills when it comes to default account codes. This is a known limitation in Xero's import functionality for bills. Here's what's happening:

1. Customer Invoices: When importing customer invoices, if the Account Code field is left blank, Xero will indeed use the default sales account specified in the customer's contact settings.

2. Supplier Bills: Unfortunately, when importing supplier bills, Xero does not automatically apply the default purchase account specified in the supplier's contact settings if the Account Code field is left blank.

This discrepancy is not ideal, and I apologize for any inconvenience it may cause. To work around this limitation, you have a few options:

1. Complete all fields: As you've discovered, filling in all fields, including the Account Code, allows for successful imports.

2. Use a placeholder: You could use a placeholder account code in your CSV for all lines where you want the supplier's default to apply. Then, after import, you can bulk edit these transactions to apply the correct account codes.

3. Consider using the Xero API: If you're importing large volumes of data regularly, you might want to explore using Xero's API, which offers more flexibility in handling default values.

4. Provide feedback to Xero: I encourage you to submit this as a feature request to Xero. They value user feedback and use it to prioritize improvements to the platform.

I understand this isn't the ideal solution you were hoping for, but I hope these workarounds can help you manage your imports more efficiently. If you need any further clarification or assistance with implementing these suggestions, please don't hesitate to ask.

Kind regards,

Harry

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Julian Newton-Turner
Today 8:24 AM
Hello Harry,
Thanks for the information.
I understand what you have said and how the system differs between Customer Invoices - Suppliers Bills To Pay.
I thought I was going nuts...why would it not work ? what am I not doing ?
it works with invoices ? aaaarrhhhh !
Now you have explained it , it makes sense.
To keep this message short, we are working with our MRP software supplier to build a customer API from their system into Xero. When we export data we can fully code the export / import file so it loads the right Account Code for the parts.
In our MRP - Purchase Order Export File we will only ever use 6 - 8 codes at a max.
I have attached our Chart of Accounts highlighted with our codes that we want to use in the import / export process.
Also Full PO Import CSV , Import Result Screenshot

Yes I will look at the Xero API
Yes I will push this forward as a suggestion.

Once again thanks for the explanation.

Julian