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342 votes
Hi community, some time passed since our last update in the thread here we do want to return and share - while our product teams explored possibilities for how we might represent Purchase Orders in Projects research has confirmed that there is underlying work needed to the platform Purchase Orders are built on before we can achieve any good outcomes of your needs here.
We have enthusiasm and a close eye remaining on the support for this, but want to be honest that this is not something that we’ll be able to focus our attentions on in the near future.
Once we have completed work first needed in the Purchase Orders space we can reassess how to integrate purchase Orders into Projects and will update you all of steps forward, here.An error occurred while saving the comment An error occurred while saving the comment 
Emma Rosenblatt (Accounts)
commented
No a bad idea Thomas, but we don't want everyone with access to projects to see the PO. That is why if we could attach it in a way where only admin and managers can see it is no good.
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
Please add this feature. It is very annoying that we cannot already do this.
For workflow purposes this ability would be extremely helpful to assist with clean organization. Always having the PO available to view from anywhere would be very helpful.However, users with LIMITED user access do not need to be able to view the purchase orders. But if users with limited access could upload attachments such as photos this would also be very helpful for logistic purposes.
At the moment we pay for TRAK because XERO projects is not complex enough to cater for construction firms at all...
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
This would massively help our organisation of projects and being able to upload the digital PO to the project would also be a good addition.
Secondly, being able to automatically generate job umbers similar to invoice numbers would be a great addition. Currently we have an excel spreadsheet to keep track of our job numbers. However, we have a different starting number for each contact.Emma Rosenblatt (Accounts)
supported this idea
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74 votes
Hi community, we'd like to confirm that enabling phone numbers to be stored against additional people within a contact record is not something we have plans to develop at this time. This may be a function we look to explore in the long-term so we're still interested to get a clearer understanding of users that'd like to see this developed, and will continue to track this through the conversation here. If there's any change we will let you know on on this idea.
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
We also deal with several people within a contact who are usually (but not always) from a different department.
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
It would also help to make specific contacts only available to receive certain emails. For example, if quotes were sent to Company X (main contact card in Xero) and Bob (sub-contact card) from Company X is in charge of approving quotes, then I don't want to send the quote to every contact that has the email check box ticked. Secondly, I only want to send invoices to John per se because he is the person from Company X who approves and processes payments.
Each header contact needs to be able to have sub-contacts who are in charge of different departments and therefore are linked to different areas such as POs, quotes, invoices, and bills - they need to receive what is only relevant to them and their role. This will especially help business-to-business operations.
I hope what I have said makes sense.
Emma Rosenblatt (Accounts)
supported this idea
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963 votes
Hi community, we understand your needs in this feature and want to assure you were taking on board all your feedback.
As many of you accustom to this idea will know, multiple addresses requires a complex solution. It's been something we’ve been moving towards for some time and we’ve done a lot of back end work that will allow us to bring it to you in the future.
We have 12 different products within Xero that rely on contact data, as well as many of our app partners. This means that contacts need to seamlessly flow across technology, products and all connections on Xero. And that’s exactly what we’ve been working on.
One of the reasons we announced the retirement of classic invoicing is because many of the features being asked for, just can’t be brought into classic invoicing. The old technology has too many technology limitations to enable this.…
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
If our contact is say ABC Council, we need the ability to put multiple people to this contact. For example, our Customer is ABC Council, and I want 4 contacts for this customer, there are 3 different sales people we talk to who are in charge of purchasing for different areas in the company. On top of that there will be an additional person, accounts payable, that requires the invoice we send.
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
Please update on the status of this idea.
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
Thank you for the update Kelly! Can't wait to see how the feature functions.
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
Please upgrade this asap!! If the technology needs upgrading for such a simple feature then this should be priority otherwise how else will anything be upgraded. Really considering moving to MYOB...
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
Another way Xero could design this is to have multiple sub contacts under a main contact. For example McDonald's is the main contact but then you have McDonald's - Brisbane CBD as a sub contact. Just a thought...
Emma Rosenblatt (Accounts)
supported this idea
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74 votes
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
Often large PO's have multiple bills because some items are either on backorder and others take longer to make so there are multiple bills and therefore multiple delivery dockets.
Emma Rosenblatt (Accounts)
supported this idea
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25 votes
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
There is another idea posted for this, https://productideas.xero.com/forums/939198-for-small-businesses/suggestions/44961154-purchase-order-applying-multiple-bills-to-a-sing
Often large PO's have multiple bills because some items are either on backorder and others take longer to make so there are multiple bills and therefore multiple delivery dockets.
Emma Rosenblatt (Accounts)
supported this idea
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6 votes
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
Manufactured Items, or "builds", are produced from other stock items. When you manufacture an output item you deduct the component items from stock and build the new manufactured output item, which is then placed in stock. This item is then sold in the usual method with pricing specified on the output stock items. At the moment we have no way of doing this, and the Add-on Apps are useless.
Emma Rosenblatt (Accounts)
supported this idea
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398 votes
We appreciate all the feedback received through this idea, everyone. Taking on board all your comments there are two sides of the fence when looking at flagging an invoice as 'in dispute' - Looking at the ability to flag a bill/supplier invoice as 'in dispute', versus the ability to flag a customer invoice as 'in dispute'.
It'd be good to get understanding of the interest in each individually so we've started a new idea for bills that you can add your support for.
But to give clarity, currently we do not have plans for developing a flag for bills, or sales invoices.
For those looking for this feature in sales invoice although not specific to each invoice, you may be able to make use of Credit Limits - Find out more and explore how to set up a limit for your customers through Xero Central.
We'll continue to track…
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
Clearly, we want both bills and invoices to have this feature. I'm not sure how 352 votes for invoices and 655 votes for bills doesn't communicate that.
Please update us on the status of this idea.
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
Credit limits does not solve this idea. And the idea of flagging a bill or invoice in dispute are them same concepts, just for bills and invoices. Invoices may need to be put in dispute because the customer has an issue and the invoice may be revised or have a price negotiation of some sort. And bills require a the ability to be flagged as 'in dispute' because we have an issue with what we have been billed for. Essentially the exact same idea but for bills and invoices.
Some may not use the feature, but there are many votes and many comments that indicated a large amount of businesses would indeed see the benefit of having this idea met with a solution.
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
Both would be very helpful!! Sometimes we are in dispute over a suppliers bill but then customers are sometimes in dispute over our invoice.
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
Having both the option to highlight either a bill or invoice as 'in dispute' would prevent a lot of errors and help with communication across staff.
Emma Rosenblatt (Accounts)
supported this idea
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908 votes
Hi community, appreciate the want for more of an update from us on this highly voted idea. Since Kelly’s last message I am pleased to let you know that our product team has done some discovery work in this space. More specifically, exploring the different ways in which the problem could be solved in Xero, alongside understanding the technical challenges. The feedback you’ve shared has been really useful for our product team’s research 🙏
We recognise the importance of needing to know which bills are flagged, so people making payment can review whether a bill should be paid or not, to avoid inadvertent payment. Being able to improve this workflow is important to us and once we have solution concepts, we will be sure to reach out to this community for feedback.
Right now there are no specific time frames available as to when this might be worked on, but…
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
Please update us on the status. It has been a year...
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
This is not a problem until you need it. Having a bill in approved status appears to be right to pay, but when something happens or changes how can we make it a clear visual that the bill is in dispute without this feature? We can't... Sometimes the Supplier themselves needs to be on hold too, all future bills are not to be paid until whatever it is is resolved.
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
Please add this feature! The issues created from not having this feature are mind numbing.
Below comments are expressing their desperation for this feature and we have had no response since November ??? Our businesses are struggling because of the lack of well thought out updates from XERO. Honestly, a lot the new features feel like a waste of time because the lack of usability. For example, the new note section in contacts was almost a waste of time. You can't add multiple notes just one big paragraph, the aren't time stamped, the user's name who uploaded the note is not recorded, pop-ups aren't even a thing so the only time you see the note is by going all the way into the contact which is ridiculous because you basically never visit a contact unless updating details or making a new one.
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
I am so confused by your response to this Kelly Munro, I feel like we have all made it pretty clear we want to be able to do the exact same thing for sales invoices as we do bills. If we don't like the look of something on a bill we have received and it is currently being renegotiated and for some reason someone may in the end refuse payment all together, from an accounts payable point of view they must be aware that the bill is not to be paid for until the issue is resolved. Flagging the bill would allow for clear and consistent communication for this situation.
This idea already has 136 votes and barely anyone votes or knows you can vote here plus there are two pages of comments on this page plus more on the original idea posted.
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
Both the Bills flagged as dispute and Sales invoice flagged as dispute would be handy options!
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
Having both the option to highlight either a bill or invoice as 'in dispute' would prevent a lot of errors and help with communication across staff.
Emma Rosenblatt (Accounts)
supported this idea
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414 votes
Hi community, we can see there’s lots of interest in this idea and appreciate all your feedback and comments. We absolutely understand the value that unapproving a bill would bring to your businesses. Unfortunately, while the concept is quite simple, the technical implementation within Xero is highly complex.
The good news is that our Product team is still keen to solve this problem for you. They have a possible solution and would love to hear your response to validate their thinking.
Put simply, instead of "unapproving", the solution would bundle the following tasks into a single action so that you can effectively "unapprove" a bill much faster.
- Void the bill
- Copy the bill
- Reattach any files (IF any) from the voided bill to the copy of the bill
A primary caveat to this is you could only action one bill at a time. So, if you had multiple bills that…
Emma Rosenblatt (Accounts)
supported this idea
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234 votes
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
This is so necessary! Otherwise, people with payroll access who can approve leave can not only approve everyone's leave instead of just the people they are managing but also their own...Not a good process at all. Unfortunately it is things like this that make Xero not good for larger companies and only suitable for a one-man show or small team.
Secondly, there is no history or timestamp of the approver, who and when the leave was approved.
Emma Rosenblatt (Accounts)
supported this idea
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50 votes
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
Notes are often forgotten, which makes them almost useless. If we have the option to make the notes pop up when you are building a quote, bill, or invoice to remind us of the note, that would make them a lot more useful.
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
Please add this ability to the note section. I have mentioned in another post about how the new note feature is really basic and lacking usability...You can make a note on the contact that's great but what can you do with this???Nothing.
We need to choice to be able to make a note pop-up when invoicing the contact, when viewing invoices, when uploading bills, when paying bills. I know others have also requested notes to be able to be seen in reports as well.
Having one note section which can have up to 4000 characters is a pretty slack job at resolving this issue. The notes aren't even time stamped...
Emma Rosenblatt (Accounts)
supported this idea
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47 votes
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
This would make notes way more useful and not so forgotten.
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
Please add this ability to the note section. The notes should also be time stamped and the name of the user who made the note should be viewable as well.
I have mentioned in another post about how the new note feature is really basic and lacking usability...You can make a note on the contact that's great but what can you do with this???Nothing.
We need to choice to be able to make a note pop-up when invoicing the contact, when viewing invoices, when uploading bills, when paying bills. I know others have also requested notes to be able to be seen in reports as well.
Having one note section which can have up to 4000 characters is a pretty slack job at resolving this issue.
Emma Rosenblatt (Accounts)
supported this idea
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260 votes
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
This is a massive problem! We need to be able to send invoices to accounts payable and remittances to accounts receivable (often not the same email address!!) And quotes to another person, often the purchasing officer.
Emma Rosenblatt (Accounts)
supported this idea
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392 votes
Hi everyone, we thoroughly appreciate your engagement and sharing how custom fields would be advantageous to you here.
With lots of work for 'building on beautiful' underway atm, we want to be honest that custom fields is not planned in the near term.
Some in the idea here, may find the recent addition of Notes that can be added within the Contact Details section of a contacts record useful in being able to record and view specific detail relative to a contact at present - More on this shared here
We'll continue to evaluate the viability of largely voted ideas such as this when there is resource, however this unlikely in the next 12 months.
Emma Rosenblatt (Accounts)
supported this idea
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445 votes
Hi community, we appreciate this idea has collected a fair amount of votes and commentary. This has all been shared with, and considered by, our product team - so they have an understanding of the work that would be required for this.
We'd like to confirm that, at this stage, the automatic generation and sending of reports is not something we have plans to develop in the near term. We are still interested to get a clearer understanding of demand for this feature, and we'll continue to track this through the conversation and votes on this idea. If there's any change we will let you know!
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
Please add this feature!
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91 votes
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
Suppliers and customers needs a lot of updating they are treated to much alike. But then Xero allows this function for customers and not suppliers which is odd. It would be good to see when the supplier credit limits are exceeded.
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
This is a huge miss by xero... We need to be able to view our credit limits easily as they can be forgotten about, every supplier we have a different credit limit.
Emma Rosenblatt (Accounts)
supported this idea
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160 votes
Hi everyone, we thoroughly appreciate hearing where our users would like to see change across Xero. We also hear feedback through many other sources, and realistically while we’d love to, we simply cannot work on all things at once. Our product teams must make hard choices on where, and what to develop everyday, to continue delivering consistently high value to our customers.
That being said, there are no plans to make Xero a fully functioning email system for communicating with your contact base, like what’s being asked here. Focus for the team at present is needed on more critical projects, such as building on beautiful. There are many integrations available through our ecosystem, if you don’t find one specifically for sending out bulk emails to contacts, you could approach a custom-cloud integrator to build one for you at a fee.
I know this isn’t the news you’re hoping…
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
Please add this feature. All is good until you need to send out an email to everyone, which then becomes a tedious headache. I know this isn't the most pressing issue for everyone because we can still do it and there are bigger problems with Xero, but this would be nice to have.
Emma Rosenblatt (Accounts)
supported this idea
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55 votes
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
@XeroTeam May we please have an update on where this idea is at.
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
@XERO please comment.
There are multiple idea's here that are all similar. Collectively this is a very popular topic that needs to be handled and communicated with us.
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
The tracking inventory really needs an upgrade. At the moment the only way to reduce the amount of inventory is by creating an expenses invoices. However, our customers do not want an invoice with a heap of lines and 10 pages long. We do everything in projects and add our inventory there. Why does this not automatically reduce our inventory count ??? And then if the item is removed from the project because it wasn't used then this would increase our inventory count back again.
Another option or additional idea to add would be the same as suggested above which MYOB has...The ability to 'build' a new item using other items. This idea could also translate into 'Inventory Sub-items'.
It would also be good if we had more viewing options. For example, only tracked items or if you have advanced tracking if you could view a single department/warehouse.
Another idea would be to translate new costs of items. When we receive a bill and enter the items the prices change so we override the stock items price but this doesn't translate to the inventory item itself. Hence price changes are inefficiently updated.
Emma Rosenblatt (Accounts)
supported this idea
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140 votes
Thanks for your comments and emphasis on the bills side of things for the idea here. I've made sure this is shared with our team in this space.
Bills is an area we're continuing to develop with building on beautiful and I'll be sure to let you know here if there's any consideration made to change behaviour of this through the bills add and edit flow.
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
Hi @Kelly, I still don't think this solves our issue. Firstly, you have only addressed items we invoice but not items we are billed for. If we are uploading bills into the system and they include items that we track, then there is no way for us to update the pricing of each item like you are suggesting we do in the "new invoicing"...This option of automatically updating prices when creating invoices and bills are both important, but I do feel like most of us are referring to bills.
Another issue with inventory is when I assign items to a project from a bill why does it not take it out of stock or show anywhere in the inventory section that items are allocated to a project? I feel like assigning items to projects is only half doing the job. Yes, an expense "a dollar value" is charged to the project by doing this action, but nothing about it affects the stock count. From what I understand the only time we can affect the stock count is once the item has been invoiced, but, if materials are being used to make an item then technically they are no longer in stock or for better words they have been allocated to a job. Or the items were delivered before the bill was entered into Xero and the purchased items are already being used...If I wait until invoicing an item before stock is affected then this is not an accurate or true representation of stock count...Also my company will never invoice each individual item because that would create a 100+ line item invoice. A product bundle system would work much better where many items make 1 product.
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
Not having this feature takes away the autonomy of Xero. Our stock controller is very frustrated that prices do not update automatically when billed for a different amount, prices for us are almost always changing, nothing stays the same price for very long.
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
Please add this feature! And sales price too please.
Having to do this manually is way too time consuming and almost becomes pointless. XERO advertises itself as an automated admin solution, yet it fails to automate this simple feature???
Another thing MYOB has over XERO...
Emma Rosenblatt (Accounts)
supported this idea
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89 votes
An error occurred while saving the comment Emma Rosenblatt (Accounts)
commented
This idea is right! At the moment, the stock isn't being put into inventory until the item is billed, which is inaccurate. We also have many deliveries that are part-delivers. If anything, this happens more often than not.
Sometimes we are also billed before the stock has arrived, again causing inaccuracies.
Not being able to show what is on back order is also creating many dramas in our company as well...
Emma Rosenblatt (Accounts)
supported this idea
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Thank you for confirming this Hannah.
Due to this, and many other functionalities that Xero lacks, we will be transitioning to a new platform.