Purchase orders, bills & inventory

5 results found

1. 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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   1 comment  ·  Bills  ·  delete…  ·  Admin →
   Feedback  ·  AdminDavina Roper (Admin, Xero) responded

   Thanks for taking the time to share this feedback Maria. We understand how frustrating it can be when a workflow doesn't behave in the way you were expecting, especially when you're relying on information from a purchase order to flow through clearly to the bill 🙂.

   To clarify, the current behaviour is as it was in the previous purchase order experience. If the Reference field on the purchase order is left blank, the purchase order number will automatically populate the Reference field on the bill. If a value has been entered into the Reference field on the purchase order, that value will pull through to the bill reference instead.

   If the reference information isn't populating on the bill at all, that wouldn't be working as designed. In that situation, we'd recommend raising this with Xero Support so they can investigate what may be happening within your specific organisation.

   It may also be that what you're looking for is the ability to have two separate references available on a bill. If that's the case, there is an existing product idea you can vote on on this idea

   We also appreciate that changes in behaviour, or even uncertainty around whether something has changed, can have a real impact on day-to-day workflows. While we aren't able to proactively contact customers about every update or product change, we do aim to make important changes as visible as possible through channels such as the Xero Blog, release communications, and other public-facing resources. This helps us keep customers informed about broader updates, even though we may not always be able to provide direct notice for every individual change.

   We really appreciate you raising this with us and sharing the effect it's having on your workflow.

   Thanks for taking the time to share this feedback Maria. We understand how frustrating it can be when a workflow doesn't behave in the way you were expecting, especially when you're relying on information from a purchase order to flow through clearly to the bill 🙂.

   To clarify, the current behaviour is as it was in the previous purchase order experience. If the Reference field on the purchase order is left blank, the purchase order number will automatically populate the Reference field on the bill. If a value has been entered into the Reference field on the purchase order, that value will pull through to the bill reference instead.

   If the reference information isn't populating on the bill at all, that wouldn't be working as designed. In that situation, we'd recommend raising this with Xero Support so they can investigate what may be happening within your specific organisation.

   It may… more

2. Ignite Plan Bill Limit feels unrealistically low.

   The current Ignite plan bill limit feels unrealistically low for many small businesses. Having to jump to the next pricing tier just to enter a modest number of additional bills feels disproportionate, especially when many of us do not need the extra features included in the higher plan. It creates the impression of artificial feature gating rather than pricing based on genuine usage or value. It would be great to see either a more reasonable bill limit on Ignite, or an intermediate/add-on option that allows users to purchase additional bills without a large monthly price increase.

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

   Hi Natalie, we appreciate your feedback, and this will be shared with our teams. However, we do not accept ideas about Xero pricing plans or plan structures and cannot make commitments to ideas of this nature.

3. Xero failing to flag all duplicates

   It is not functional that Xero is NOT consistently detecting duplicate bills when they are entered.

   This is an important feature for maintaining data accuracy and preventing duplicate payments, At present, the duplicate detection appears unreliable or inconsistent.

   I believe this functionality should be escalated and reviewed for improvement, as users rely on this feature as a key accounting control.

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

   Hi there 👋 I see you also came into. our Xero Support team about this who did try and look into things however it appears the feature was working as expected during your interaction. Please do come back on the case if you notice this behaviour again and our team will happily investigate this with you. We'll need this deeper 1-1 insight to look into this and be able to esc alate to our product team if not working as it should.

4. Drop Down Calendar Issue

   The drop down calendar shows a different start day in Bills depending on which field you are using, should be the same across the entire site.

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   0 comments  ·  Bills  ·  delete…  ·  Admin →
   Feedback  ·  AdminAnis Anuar (Admin, Xero) responded

   Hi Alan, thanks for sharing your feedback about the calendar behaviour. The suggestion is to have the calendar consistently open on today’s date, reducing the need to manually navigate through dates when entering information.

   The expected behaviour is that the date picker defaults to the current date/month when opened in standard entry fields. If you’re seeing it open on a different date or month, this may be related to a default settings.

   If you’re experiencing this, our Support team can help troubleshoot the specific scenario. If I've misunderstood your idea, feel free to reach out again with more information.

5. Statements - Set up Vendor Statement Cycle Date

   Update vendor settings to set a statement billing cycle to be offset from a calendar month. I have multiple vendors that cycle bills prior to calendar month end, and that impacts the month the bill is due. Xero's automatic due date will populate an incorrect due date if a bill falls between the statement cycle date and the calendar month end.

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   0 comments  ·  Bills  ·  delete…  ·  Admin →
   Feedback  ·  AdminSonal Pamnani (Admin, Xero) responded

   Hi Michael, thanks for raising this with us. It is possible to set up a default due date for contacts. We recommend taking a look at the following article and reaching out to the Xero support team for more assistance! Cheers!