Purchase orders, bills & inventory

40 results found

1. Allow Bill Credit Notes to be assigned to customers

   You are currently able to allocate Bills to customers in Xero, but not supplier Credit Notes. Adding this feature will make recharging costs simpler to manage, for those who use Xero for invoicing.

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   Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

   Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

2. **Title:** Purchase Order–Only User Access (No Bills Visibility) **Request:** We would like the ability to assign users access to purchase

   Title: Purchase Order–Only User Access (No Bills Visibility)

   Request:
   We would like the ability to assign users access to purchase orders only, without any visibility of supplier bills or broader financial information.

   Use Case:
   In our business, operational staff (e.g. apprentices, site staff, or project team members) need to raise and manage purchase orders as part of their role. However, they should not have access to financial data such as supplier bills, costs, or payment details.

   Current Issue:
   At present, Xero user roles bundle purchase order access together with bills and supplier information. This means we cannot safely allow team members to create POs without also exposing sensitive financial data.

   Impact:

   • Limits our ability to delegate purchasing tasks
   • Creates unnecessary risk by exposing financial information
   • Forces us to rely on manual processes or external tools

   Suggested Solution:
   Introduce more granular permissions that allow:

   • Create/edit/view purchase orders
   • Without access to bills, payments, or full supplier financial data

   Benefit:
   This would allow businesses to safely involve operational staff in procurement workflows while maintaining appropriate financial controls.

   ---

   Title: Purchase Order–Only User Access (No Bills Visibility)

   Request:
   We would like the ability to assign users access to purchase orders only, without any visibility of supplier bills or broader financial information.

   Use Case:
   In our business, operational staff (e.g. apprentices, site staff, or project team members) need to raise and manage purchase orders as part of their role. However, they should not have access to financial data such as supplier bills, costs, or payment details.

   Current Issue:
   At present, Xero user roles bundle purchase order access together with bills and supplier information. This means we cannot safely allow team… more

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   Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

   Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

3. report option to show price increases on products and services

   Need a report option to show price increases on products and services purchased and sold please

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   0 comments  ·  Inventory  ·  delete…  ·  Admin →
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   Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

   Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

4. Mass adjustments display backdated stock levels and allow for valuations

   Mass adjustments should include the ability to increase quantity as well as value - when we run production I currently have to do this one by one or create a bill to bring in the stock, it would be great to be able to bring in production through an adjustment

   Adjustments should show the stock level as at date of the adjustment as we there is always movement between when we do stock count to when we process the count on Xero - hence there is the need to perform an additional recon to current stock levels in order to process the stock count

   Mass adjustments should include the ability to increase quantity as well as value - when we run production I currently have to do this one by one or create a bill to bring in the stock, it would be great to be able to bring in production through an adjustment

   Adjustments should show the stock level as at date of the adjustment as we there is always movement between when we do stock count to when we process the count on Xero - hence there is the need to perform an additional recon to current stock levels in order to… more

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   0 comments  ·  Inventory  ·  delete…  ·  Admin →
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   Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

   Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

5. Reference field - Information no longer carries across when creating New Bill from Purchase order

   We would like to raise a concern regarding a recent update to the Purchase Order function, which is now causing operational issues for us.

   Previously, within a Purchase Order, we could select the three dots at the top of the screen, choose “Copy to…”, and then select either Bill, Purchase Order, or Invoice. This process worked well and ensured that all relevant details transferred correctly.

   However, following the recent update, the options have changed. We now only see “Copy to Invoice”, while Bill has been replaced with a blue “Create Bill” button. To create a Bill, we must manually select the items to transfer, this is a good change.

   However, the main issue is that when creating the Bill this way, the Reference field that we originally entered on the Purchase Order no longer carries across. Instead, the Bill reference defaults only to the Purchase Order number.

   This is a significant problem for us, as we rely on both fields being retained:

   Order Number = Purchase Order number
   Reference = Our own internal/supplier reference entered manually

   We need both details to transfer automatically from the Purchase Order to the Bill (and ideally Invoice as well), as each serves a different and important purpose in our records.

   We would therefore appreciate clarification on:

   • Why are changes being made without prior notice to customers
   • Why customer workflows and required data fields were not considered before implementation
   • Whether both Order Number and Reference can be corrected to be carried through going forward

   From a usability perspective, it would make far more sense to retain both fields rather than replacing one with the other.

   We would appreciate your urgent response, as this update is disrupting our normal processes and I can't believe we are the only ones having this issue.

   We would like to raise a concern regarding a recent update to the Purchase Order function, which is now causing operational issues for us.

   Previously, within a Purchase Order, we could select the three dots at the top of the screen, choose “Copy to…”, and then select either Bill, Purchase Order, or Invoice. This process worked well and ensured that all relevant details transferred correctly.

   However, following the recent update, the options have changed. We now only see “Copy to Invoice”, while Bill has been replaced with a blue “Create Bill” button. To create a Bill, we must manually select… more

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   Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

   Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

6. More Inventory History

   Please allow for more history of inventory items. Sometimes it is easier to look up an item to find latest bill to see last price paid to vendor. As it is now item history only allows one to see +/- 30 transactions. It would be nice to have the option to see more than this. Other areas of Xero allow for this option.

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   Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

   Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

7. Upload bills - Apply org settings when creating bills

   Prevent invoice scanning technology from splitting out the VAT on a bill where the client's financial settings are set to "VAT scheme - None" and all chart of accounts codes are set to "No VAT" (the client is not VAT-registered).

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   Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

   Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

8. credit note

   It would be really helpful to be able to allocate a credit note against the supplier account rather than against individual purchase invoices. We receive supplier credit notes for discounts applied for purchases which don't relate to an invoice so the only way we can account it for them is to use any purchase invoice which then reduces the invoice amount. It can be confusing for the supplier when the invoice amounts do not match.

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   Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

   Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

9. Track Individual Invoices Within a Consolidated Supplier Account

   We operate using a monthly statement from Capricorn Society, which includes multiple suppliers (e.g. Burson, Repco, Motorpass etc..) under one account.

   In Xero, we’re currently forced to enter this as one total bill and manually allocate expenses — which means we lose all supplier-level detail.

   What’s needed:

   • Ability to create a main account (e.g. Capricorn) for the monthly payable
   • Ability to enter each supplier invoice individually as it comes in throughout the month
   • Each invoice treated like its own supplier record (sub-account), capturing:
   • Invoice date
   • Invoice number
   • Part numbers / descriptions
   • Individual invoice totals
   • Ability to link all sub-invoices to the main account for one consolidated payment

   Example workflow:

   1. Create main supplier: Capricorn
   2. During the month, enter invoices individually:
   3. Burson invoice → coded to parts, tagged as supplier “Burson”
   4. Repco invoice → coded accordingly
   5. Motorpass transaction → entered with full detail
   6. Each invoice is linked to the Capricorn master account
   7. End of month:
   8. Capricorn statement arrives
   9. System matches all entered invoices to the statement total
   10. One payment is made to Capricorn
   11. Reporting shows spend by each supplier (Burson, Repco, etc.), not just Capricorn

   Key requirement:

   Maintain one payable to Capricorn, while retaining full visibility and reporting by each underlying supplier.

   Why this matters:

   • Accurate supplier spend tracking (e.g. Burson vs Repco)
   • Better reporting and rebate tracking
   • Cleaner reconciliation against monthly statements
   • More efficient workflow (no end-of-month breakdown required)

   Business impact:

   The current limitation can lead to missed supplier rebates, reduced visibility over purchasing trends, and increased risk of errors during reconciliation and audits due to the lack of invoice-level detail tied to actual suppliers.

   Workshop systems like Mechanic Desk already support Capricorn-style billing structures by linking individual supplier invoices to a central billing account. This highlights a clear gap in Xero’s ability to support the same workflow within an accounting system.

   This is a significant limitation for automotive workshops using Xero.

   We operate using a monthly statement from Capricorn Society, which includes multiple suppliers (e.g. Burson, Repco, Motorpass etc..) under one account.

   In Xero, we’re currently forced to enter this as one total bill and manually allocate expenses — which means we lose all supplier-level detail.

   What’s needed:

   • Ability to create a main account (e.g. Capricorn) for the monthly payable
   • Ability to enter each supplier invoice individually as it comes in throughout the month
   • Each invoice treated like its own supplier record (sub-account), capturing:
   • Invoice date
   • Invoice number
   • Part numbers / descriptions
   • Individual invoice totals
   • Ability to link all sub-invoices to… more
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   1 comment  ·  Paying bills  ·  delete…  ·  Admin →
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   Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

   Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

10. Feature Request – Purchase Order to Invoice Matching Workflow

    I wanted to share a workflow improvement idea based on how we currently use Xero alongside EzzyBills.

    At present, our process is:

    Staff raise purchase orders internally
    Orders are placed with suppliers
    Supplier invoices are received and imported via EzzyBills
    Invoices are then posted directly into Xero

    The challenge we have is that the purchase order currently serves very little practical purpose in the system, as the invoice effectively becomes the trigger document for processing and approval.

    What we would find highly valuable is:
    A feature that allows imported invoices (via EzzyBills or similar integrations) to be automatically or manually matched against existing purchase orders.

    Key benefits would include:

    Turning purchase orders into meaningful control documents rather than standalone records
    Enabling variance checking (price/quantity differences)
    Improving financial control and audit trails
    Reducing manual reconciliation effort
    Supporting better approval workflows before payment

    Ideally, this could include:

    Suggested PO matching based on supplier, amount, or reference
    Highlighting discrepancies between PO and invoice
    Allowing partial matches or multiple POs per invoice where required

    At the moment, the lack of this linkage means the PO process is largely duplicated effort without system enforcement.

    I believe this would add significant value for businesses using Xero alongside invoice capture tools and strengthen the overall purchasing workflow.

    Happy to discuss further or provide more detail on our use case if helpful.

    I wanted to share a workflow improvement idea based on how we currently use Xero alongside EzzyBills.

    At present, our process is:

    Staff raise purchase orders internally
    Orders are placed with suppliers
    Supplier invoices are received and imported via EzzyBills
    Invoices are then posted directly into Xero

    The challenge we have is that the purchase order currently serves very little practical purpose in the system, as the invoice effectively becomes the trigger document for processing and approval.

    What we would find highly valuable is:
    A feature that allows imported invoices (via EzzyBills or similar integrations) to be automatically or manually… more

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    0 comments  ·  Purchase orders  ·  delete…  ·  Admin →
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    Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

    Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

11. Date selector in Purchase Orders should be Sunday to Saturday

    Date selector in Purchase Orders should be Sunday to Saturday

    I’d like to request an update to the New Purchase Order date selector so the calendar can display Sunday–Saturday instead of Monday–Sunday, or at least follow the same week-start setting used elsewhere in Xero.

    Most US calendars and business workflows use a Sunday–Saturday view, so this change would make the Purchase Order date picker more intuitive and consistent with other Xero transaction screens (like invoices and bills), reducing date entry mistakes and improving usability for US-based users.

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    1 comment  ·  Purchase orders  ·  delete…  ·  Admin →
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    Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

    Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

12. A quicker motion between entering draft bills

    When you approve a bill it pops up with a notice saying add another bill, it should say back to (whatever screen you were on) i.e. I tend to upload bulk to the the ai section to which they then enter drafts. I have to manually go back to drafts each time to enter the next bill whereas it could automatically just take me where I need to go or at least offer the function

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    0 comments  ·  Bills  ·  delete…  ·  Admin →
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    Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

    Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

13. Purchase order - Change date formatting

    why don't Xero have the same date format when entering the date across all aspects of the system.

    Invoice format - DD/MM/YYYY
    Projects format - DD/MM/YYYY
    Bills format - DD/MM/YYY

    BUT

    New Purchase Order format - MM/DD/YYYY

    PPPPP.

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    1 comment  ·  Purchase orders  ·  delete…  ·  Admin →
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    Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

    Thanks for sharing with us here, Nicholas - Is it possible your browser language is currently set to English(US). This maybe causing the formatting you're mentioning here and changing to English (UK) or (AUS) should help.

14. go back to the old system of paying by check.With new system you have to re-enter the vendor information to send a payment. Don't like it. H

    I don't like the new vendor payment system. I want go back to the old system of paying by check. With new system you have to re-enter the vendor information to send a payment. Don't like it. How do i revert back to paying with my own checks.

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    1 comment  ·  Paying bills  ·  delete…  ·  Admin →
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    Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

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15. Link purchase order to uploaded bills

    At the moment, when a bill is sat in drafts, because it has gone through the upload process, it does not match with any unbilled purchase orders. Would be good if you could select the PO it relates to from a list or something

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    Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

    Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

16. XIP - Produce Invoice when order is fulfilled with full product details.
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    Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi Yariv, just to get better understanding of your post here by XIP would this be our Xero Inventory Plus feature?

    Would the request be that you're wanting Xero to automatically create an invoice once a purchase order has been fully billed?

17. Hover over attachment to check without opening the document line up

    Where the attachment is showing as being there it would be great to be able to hover over it and bring it up in a viewer window to check it rather than having to open the document up and then click into it to load it.

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    0 comments  ·  Bills  ·  delete…  ·  Admin →
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    Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

    Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

18. Hover over an invoice/bill/other doc and it appears in a view only window

    It would be great to be able to hover over the document line in the customer account screen or banking screens and see the document in a view only window so that you don't have to click in and back out or open another window.

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    Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

    Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

19. Correcting bank details after entry

    Adding a drop down option - correcting the bank account after entry (Multiple banks in the system)

    There are times when we realise that we entered a spend money, made a payment or received a payment and we clicked on the wrong bank account...

    We "remove and save file to library" first to make sure we do not loose the attachment. Depending on the type of entry, let's say a "spend money" entry in this instance using a fuel receipt which will clear the next day (not yet in the options to reconcile). We then have to correct the bank it was paid from as it cleared somewhere else. Currently, no other choice but to "remove and redo", then redo the whole entry again. Wait, we forgot the details so we open up the files inbox and where is it? its in the archive section now (before, it used to just be in the inbox) and since many files have been archived afterwards and the attachment had an almost similar name with the others, we open the file one by one until we get to the correct file. Half hour of our working life gone.

    Please can you make it easier for us to do the correction by adding a drop down menu within the payment/receipt entries made?

    Adding a drop down option - correcting the bank account after entry (Multiple banks in the system)

    There are times when we realise that we entered a spend money, made a payment or received a payment and we clicked on the wrong bank account...

    We "remove and save file to library" first to make sure we do not loose the attachment. Depending on the type of entry, let's say a "spend money" entry in this instance using a fuel receipt which will clear the next day (not yet in the options to reconcile). We then have to correct the bank… more

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    Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

    Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

20. calculation difference

    Files Inbox - Review File Details - VAT amount difference (Purchases and Sales including direct Spend)
    It would be a good idea to enable the VAT amount to be edited. I received quite a number of POs, purchases, and receipts with a different VAT amount compared to what Xero calculates (rounding). Currently, I have to enter a direct spend into a bill just to correct the VAT amount. It suggests to enter a rounding amount but the system does not allow for only a VAT amount to be entered when creating a new row for the difference. If I use the VAT ledger, this small VAT difference is not within the VAT column but under net amount.

    Files Inbox - Review File Details - VAT amount difference (Purchases and Sales including direct Spend)
    It would be a good idea to enable the VAT amount to be edited. I received quite a number of POs, purchases, and receipts with a different VAT amount compared to what Xero calculates (rounding). Currently, I have to enter a direct spend into a bill just to correct the VAT amount. It suggests to enter a rounding amount but the system does not allow for only a VAT amount to be entered when creating a new row for the difference. If I use… more

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    Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

    Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂