Purchase orders, bills & inventory

2 results found

1. Purchase Orders - Mark billed after draft bill approval

   I believe it would be possible to change the current behaviour where a Purchase Order is automatically marked as Billed when it is copied to a Draft Bill.

   I think it would be more accurate if the Purchase Order remained open and was only marked as Billed once the related bill has been approved and the full Purchase Order value has been billed.

   The current process can be misleading, as a Purchase Order is shown as billed even though the bill is still in draft status and may be amended, partially billed, or not approved at all.

   Marking the Purchase Order as billed only after the bill is approved for the full Purchase Order amount would provide a more accurate reflection of its actual status and improve visibility for users managing purchasing workflows.

   I believe it would be possible to change the current behaviour where a Purchase Order is automatically marked as Billed when it is copied to a Draft Bill.

   I think it would be more accurate if the Purchase Order remained open and was only marked as Billed once the related bill has been approved and the full Purchase Order value has been billed.

   The current process can be misleading, as a Purchase Order is shown as billed even though the bill is still in draft status and may be amended, partially billed, or not approved at all.

   Marking the Purchase… more

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   1 comment  ·  Purchase orders  ·  delete…  ·  Admin →
   Existing functionality  ·  AdminDavina Roper (Admin, Xero) responded

   Thank you for sharing your idea about preventing a purchase order from being marked as Billed while the related bill is still in Draft.

   While Xero will still mark a purchase order as Billed once all of its quantities have been billed and the bill is approved, you can now partially bill a purchase order instead. This means you only bill the items or quantities you’ve received, while any remaining quantities stay on the purchase order and it remains open for future billing.

   To create a partial bill:

   • Go to Purchases → Purchase orders.
   • Open the approved purchase order.
   • Select Create bill.
   • Adjust the quantities on the bill to match what you’ve received.
   • Select Create bill.
   • Review and approve the draft bill when it’s ready.

   The purchase order will retain the remaining quantities until the bill is approved, then update to show what has been billed and what remains. You can repeat these steps for future deliveries against the same purchase order.

   For more information, see Create bills from purchase orders. 😊

   Thank you for sharing your idea about preventing a purchase order from being marked as Billed while the related bill is still in Draft.

   While Xero will still mark a purchase order as Billed once all of its quantities have been billed and the bill is approved, you can now partially bill a purchase order instead. This means you only bill the items or quantities you’ve received, while any remaining quantities stay on the purchase order and it remains open for future billing.

   To create a partial bill:

   • Go to Purchases → Purchase orders.
   • Open the approved purchase order.
   • Select Create bill.
   • Adjust the quantities on the bill to match what you’ve received.
   • Select Create bill.
   • Review and approve the draft bill when it’s ready.

   The purchase order will retain the remaining quantities until the bill is approved, then update to show what has been billed and what remains. You… more

2. Purchase Orders - Allow Item Headings or Non-value Lines

   We use extra PO lines to seperate and create headings for section on a PO. The new version seem to arbitrarily remove these lines - removing user input without any feedback or warning.
   Being able to seperate by our own heading is helpful.

   2 votes

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   0 comments  ·  Purchase orders  ·  delete…  ·  Admin →
   Existing functionality  ·  AdminDavina Roper (Admin, Xero) responded

   Thanks for sharing this feedback.

   I am happy to say that this is possible in Xero, you can add a description-only line to your purchase order and use it as a section heading:

   1. Add a new line to the purchase order.
   2. Select None in the Item field, if shown.
   3. Enter the heading in the Description field.
   4. Leave the quantity, price, account, tax and tracking fields blank.
   5. Save the purchase order and check the PDF before sending it to your supplier.

   Description-only lines are intended for presentation and won’t add a value to the purchase order. You can also use Enter in the Description field to add line breaks.

   This is a workaround rather than a dedicated heading feature, so the heading may not appear in bold or with special formatting. More information is available in Xero Central’s purchase order guide. 😊