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11 results found
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13 votes
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143 votes
Hi community, thanks for your interest in this idea. Just wanted to pop in here to share, for those who aren't already aware, that you can export the Receivable Invoice Summary report. The report has a 'Last Payment Date' column that you can add to it which is useful for finding customers who habitually pay late so that you can take appropriate action.
To be transparent, building a feature to show the average days to pay by customer isn't on our roadmap at this time, but we'll be sure to update this idea if that changes in future.
Tim Sneller
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376 votes
Thanks to everyone that participated in and shared back on the team’s research in the new invoicing layout. Taking your feedback on board our teams have made some improvements to the layout of new invoicing, including changes to the layout of fields and buttons.
By rearranging and condensing space between fields, you’ll find there is less white space than previously shown, making it easier to navigate and tab through fields when entering your invoices.We’re actively looking into changes within the invoicing grid that’ll go further to condensing information on the screen and reducing actions when entering your invoices. We’ll update as there is more information to share on this.
An error occurred while saving the comment Tim Sneller
commented
"New Invoicing" - A possible explanation for the changes....
Because people have been asking for extra functionality for invoicing, such as different addresses/email addresses etc etc for invoices, statements, and other documents, a lot of extra data fields and probably extra data files have had to be added to the system. These additions mean that the OLD invoicing screen (PROGRAM), will not work in the future, and still allow access to existing data.. The developers have therefore had to write a new program, which will allow historic AND future invoices to be accessed.
Unfortunately, they have somewhat failed in the implementation, and some old features are still not available. The layout is awful, the implementation timeline keeps slipping, and we all feel that we are not being listened to.
UNFORTUNATELY - Without a new invoicing module, the other desperately needed changes probably cannot happen.
There is one really horrendous issue with invoicing, where a historic invoice is altered if the company address is changed. Is this ever going to be fixed, as it is probably illegal in many jurisdictions. If we are asked for a COPY invoice from a long time ago, we cannot be certain that it is an IDENTICAL copy. Once an invoice has been printed and SENT, it should be impossible to edit it, or change it in any way.
If I am wrong, perhaps someone at Xero could treat us like the ADULT CUSTOMERS that we are, and offer us a FULL EXPLANATION as to why Classic Invoicing needs to be deprecated, as all that users see, is that the new program does not work nearly as well as the old one.
An error occurred while saving the comment Tim Sneller
commented
Currently, if you ZOOM a tab for a particular web site, ALL tabs on that Website will ZOOM to the same level. This is a nuisance if you have to ZOOM some windows to see certain Xero pages properly, and then find it is wrong for others.
To fix this behaviour, there is a Chrome Extension called "Per Tab Zoom" on the Chrome Web Store, which allows you to have different zoom levels in different tabs. See https://bit.ly/49FCEGU
An error occurred while saving the comment Tim Sneller
commented
@ Clare Taylor, Rachel Oakley, John Harris.
Ask for a second screen on your computer. It will make you much more productive. I have THREE screens, and would not want to go back to just having one.
An error occurred while saving the comment Tim Sneller
commented
I don't like the new Invoicing either. I think that one reason it has been introduced is because of work underway to support multiple addresses for the Invoice, the delivery Note, and statement etc etc. Also for scenarios (like a builders merchants) where there is one INVOICE address for the customer, but multiple delivery addresses for the orders as they are for different building projects in different locations. The CLASSIC invoicing system just will not support the necessary changes to the database structure.
If you have certain information that you have to have on EVERY invoice, create a draft invoice with the necessary items and descriptions, and just COPY that to a new invoice as required. If you leave at least one item without an account code, then you can never approve the template draft invoice by mistake.
HOWEVER - If you use Shift-Return when typing the item description, then it starts a new line. Do it twice, and you get a blank line. The blank lines ARE retained when you save the invoice.
Tim Sneller
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309 votesTim Sneller
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47 votes
Thanks for sharing back on this, everyone. We'd like to confirm the way the options works now when sending in new invoicing - This is triggered by previous behaviour.
So, when you send using new invoicing, the selection for 'Attach PDF' is driven by the last invoice you sent. If the last selection was unticked the next invoice you send will automatically be unticked, and vice versa.
What's worth noting is that this is a browser based setting. For example if you change computers or browsers your setting will revert to default where both options are unticked. As you'll see from my recent update on this similar idea this is something we may explore further down the line but we don't have any immediate changed planned for.
We also appreciate your feedback relating to where a customer's taken when clicking Review and pay. Our team have done a lot of research…
Tim Sneller
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25 votes
Thanks for the detail of why the Short term cashflows option is not viable for you here, Karl.
We don't have any immediate plans around this but will keep an eye on the appetite here and let you know if there's any plans made.
An error occurred while saving the comment Tim Sneller
commented
Bulk Update is much more important for invoices than bill. If I raise a batch of invoices which will be paid by DD, then they will all be paid on the same day. Furthermore, when updating the PAYMENT DATE on a bill, this requires TWO mouse clicks per bill, but when updating the EXPECTED DATE, it requires FOUR mouse clicks per invoice, or FIVE if the date is in the middle of next month..
Typically, when adding expected PAYMENT Dates, every bill has a different date, and different terms, so whilst Bulk update is useful here, it is nowhere as much use as on Sales Invoices.
Just had to update 50 invoices, which required 250 mouse clicks, to set 3 different dates ! ! ! This is daft.
Alternatively, add an option which allows us to set the expected payment date to "Invoice Date + Normally pays in X days"
Tim Sneller
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82 votes
Thanks for your interest in being able to send a PDF of an invoice via the Xero Network.
While this isn't something we're looking to develop atm. For those in AU and NZ you could look into sending e invoices via the Peppol network.
Through e invoices you can attach and include files as well as a PDF of the invoice - See more on Xero Central
An error occurred while saving the comment Tim Sneller
commented
@Yolande
You may have ticked the box to say "Attach PDF", but did you then check to see if the PDF had actually been sent. I suspect it was not sent ! ! !That option only seems to do anything when EMAILING invoices.
An error occurred while saving the comment Tim Sneller
commented
I am now asking our suppliers who use Xero to refrain from using the Xero to Xero network until such time as Xero fix this BUG. It takes more time for me to download the invoice and attach it to the bill than it would if I used the VIEW and IMPORT options.
Furthermore - We HAVE to have the PDF attached to the bill since Xero allows pretty much any field on a bill to be amended at any time. The accountants and HMRC cannot rely on JUST the information in Xero.
It's a ridiculous situation.Tim Sneller
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292 votes
An error occurred while saving the comment Tim Sneller
commented
Add your T's & C's to the bottom of the invoice template(s). Then they will print with the invoice.
An error occurred while saving the comment Tim Sneller
commented
It depends on how long your T's&C's are.
We print our basic T's&C's at the bottom of the invoice. Just edit the invoice template.
If yours were too long to fit at the bottom of the page, Xero will just use an extra sheet, or the reverse of the page if using double side printing.
You can test it by changing the invoice template, and just re-printing an existing invoice.
An error occurred while saving the comment Tim Sneller
commented
If you reduce the resolution on the scanner or PDF printer by 50%, you will reduce the size of the attachment by 75%. You don't really need more than 150dpi for most things. Very large attachments also fill up peoples mailboxes more quickly. In 5 years of using Xero, I have never hit the attachment size limit.
An error occurred while saving the comment Tim Sneller
commented
We put our T&C's in the invoice footer, so that they always get sent. There is incidentally, no apparent limit to the length of the footer - It just spills onto the next page (Or the back of the invoice if you use double-sided printing.) You can have different invoice layouts/names for different T&C's
An error occurred while saving the comment Tim Sneller
commented
In the UK, now that tax is digital, it is a requirement to have a digital copy of the invoice on the system.
We therefore have to manually attach a copy of the PDF which is emailed to us. If the invoice delivered by the Xero Network included a copy of the original invoice, already attached, this would save work, and reduce errors.
An error occurred while saving the comment Tim Sneller
commented
Our payment information is included in the TERMS part of the Invoice branding.
Tim Sneller
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464 votes
An error occurred while saving the comment Tim Sneller
commented
ALISON - The original posting says "Invoices - Unapprove option" not BILLS.
I think we need to be consistent in terminology. Xero refers to BILLS in the purchase ledger, and Invoices in the sales ledger. If people actually mean BILLS, then perhaps it would be helpfull if they did not confuse the issue.
I completely understand where you are coming from with Bills, and can see much less of a problem unnaproving a bill. Tax fraud is a lot more difficult in the P/L. If you delete a bill, the supplier is still going to be chasing you for payment, and if you don't record bills correctly, your tax liability will be higher.
It would be relatively easy to allow bills to be unapproved, but a lot more difficult to do the same for invoices. Allowing an invoice which has EVER been approved for payment to be deleted would be a fraudsters delight.
Even the current situation of allowing approved invoices to CHANGE the customer details on an invoice leaves the system wide open for tax fraud.
An error occurred while saving the comment Tim Sneller
commented
I am just a user, and do not speak for Xero - But here is my view on this.
What do you want to do to the invoice that requires it to be unapproved first? Is it just that it needs to go back into the approval loop?
The system currently allows a DRAFT invoice (One that is NOT APPROVED) to be DELETED - No Trace in history or anywhere.
The current situation where the invoice has to be VOIDED, means that the invoice number cannot be re-used, and at the end of the year, your accountant and auditor can see all of the voided invoices, and what happened to them. Whether they were sent to clients by email etc etc. This reduces the opportunities for tax fraud. At the very least, the system would now have to retain the audit trail for the invoice, prevent the draft invoice from being deleted, and prevent the invoice number from being re-used.Allowing an invoice which has been approved, and potentially printed, and sent to a customer, to then be UNAPPROVED could be used to defraud HMRC etc.
Suppose you have invoiced a customer, and they then pay in cash. If you can UNAPPROVE it, and then DELETE it, you can pocket the cash and there is no trace of the transaction. The customer could produce an invoice, but you could claim it was a fake. XERO would have absolutely no trace of the invoice, and no audit entries, and you could re-use the invoice number.
This does of course raise the issue that XERO currently allows any
part of an approved invoice to be changed, including the Name, Terms, line items and totals. This is also open to fraud, -
304 votes
An error occurred while saving the comment Tim Sneller
commented
It's quite a problem actually. At the moment, if you change the address on a contact, and re-print an OLD invoice, it shows the new address, not the one it was originally sent to. The data file which contains the invoice currently has no mechanism for storing the address/contact details.
Currently, there is only provision for storing one invoice address, and one delivery address. This is especially an issue for delivery notes, where some companies have dozens of sites (Think of a supplier to a major supermarket chain), where deliveries go to dozens of different stores, but where ALL invoices go to head office, and the invoice needs to include the delivery address. As soon as you change the delivery address to send an order to a DIFFERENT store, the invoice changes as well ! ! ! ! It's worse if you need to send a copy of an invoice with a chase letter, as the delivery addresses will have changed several times, and another copy invoice a few days later willl have changed again.
An invoice SHOULD be pretty much unchangeable, and adding extra delivery addresses should certainly not change ALL invoices on file for a customer.
This is something that is being worked on (AFAIU) but is taking an awful long time to implement.
Tim Sneller
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14 votes
An error occurred while saving the comment Tim Sneller
commented
Absolutely ridiculous that it was not implemented like this in the first place. Are Xero DELIBERATELY trying to upset all of their customers.
The same issue applies to the "Recent Bills REport"
Tim Sneller
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The AVERAGE DAYS TO PAY is SHOWN on the customer details screen, but if you have a large number of customers, extracting and using that data is painful.
The LAST payment date does not really help. A customer may have paid their last invoice LATE or EARLY, which skews the information. What is needed is a REPORT/EXPORT of the AVERAGE days to pay, which is shown on each customer tab, but is not available in any reports (AFAICS).
If a customer ALWAYS pays late, then I need to reduce their credit terms, or even ask them for payment with order.
FURTHER to this, on the outstanding invoices screen, where it is possible to enter an EXPECTED payment date, why can that not default to "Invoice Date + Avg days to pay".
This is however made MUCH more difficult, because the customer name is not exported on every line.