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157 votes
Thanks for sharing and feeding back through this idea, community. While our team are reviewing the behaviours of date fields in new invoicing - It may help to clarify how due date works in conjunction with defaults to define how these are working in your organisation at present. Basically put, every time you change an Issue date this influences the Due date, which is a slight change to classic invoicing.
Currently, there are two defaults that can be set in Xero, within Invoice Settings and within an individual Contact records.
Invoice Settings due date is a blanket for any invoice raised in the org, if you set a Contact due date this will override the Invoice Settings due date when you select that Contact when invoicing.
When you change the Due date of an invoice, and then edit it's Issue date this will trigger any defaults you have set up…
An error occurred while saving the comment 
Olga O'Keefe
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294 votes
An error occurred while saving the comment Olga O'Keefe
commented
@Jim,
I deleted the attachment in my below post.
It will be great to spread your amended post to the wider community!
An error occurred while saving the comment Olga O'Keefe
commented
Hi All,
few minutes ago I received two messages with the links to two latest posts in this thread. Those were from Sigmatech (you can see it below) and another one from Jim Morris. I can't see Jim's post though. I guess, it was removed somehow.
Anyway, I attached his reply as a PDF file. I added ACCC's reply I received in July 2024 when I reported Xero Australia.
Maybe, if we submit such reports to ACCC en masse they will notice the issue.
PS. Jim's PDFed reply was deleted.
An error occurred while saving the comment Olga O'Keefe
commented
I can suggest a different aspect of why they do this “detailed” autosave. It is much easier from the coder’s perspective to save every click we do than to save only meaningful info as the classic version does. It turned out that this “detailed” autosave is useful for quotes. Great! Keep it in quotes only and leave the invoice history free of rubbish notes.
An error occurred while saving the comment Olga O'Keefe
commented
Autosave in every field is an OVERKILL!
As it was discussed in the community, just do a reminder option "you have an unsaved job" with two options to save or cancel when you are closing the tab in the browser.
Also, please restore "a beautiful" history of classic invoicing. We need to have just two lines: invoice was approved and invoice was emailed instead of 5 lines:
Invoice Sent
Edited
Edited
Invoice Unsent
ApprovedThe most bizarre is to see unsent when you click the Approve & email button.
Olga O'Keefe
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20 votes
Hi Olga, really appreciate all the detail in your steps and the screenshots you provided.
I tried testing this myself with a Chrome browser and did get the same errors and behaviour you described, so have raised this with our product team. I'll keep you updated of any information I get back from them on this, here.
An error occurred while saving the comment Olga O'Keefe
commented
Hi Kelly,
I received an answer from the expert.
Two first situations are new invoicing errors. Nothing new about it.
The answer on the third question has an educational value. Information on how Xero applies payments to the invoices and bills and shows them in the reports can be useful for other users.
Below is a copy of my case.
Hi Olga
Thank you for inviting Xero Support into your organisation and attaching details information about the issues.
To answer your question regarding not being able to send pre-locked date invoices. We're currently aware of an issue within New invoicing, where sending an email for an invoice that is issued before the organisation's lock date is not being recorded as sent in the History and Notes section of the invoice.
Our Product Team are investigating this issue and we'll be in touch as soon as we have an update. Please note, the invoice email will still be sent when using New invoicing, however it won't be marked as sent.
As a workaround, please send this invoice through Classic invoicing for this sent line to appear in the History and notes
For your second question, as you’ve found right now it's currently not possible to Copy a pre-lock date invoice using New invoicing. You can raise this idea in Xero Product Ideas platform where you can view and support current ideas or create a new one to share your thoughts.
As for your third question regarding account transactions report, when a payment is recorded on an invoice that has multiple lines, Xero automatically splits the payment across the separate invoice lines when it's included in reports that are run on a cash basis. Part payments will be apportioned in the same way. This ensures the invoice line detail such as account code, tracking category, or sales tax rate can be reported separately.
Therefore, when you run the Account Transactions report, the payment transaction(s) will show differently depending on whether the report is run on a cash or an accrual basis, as follows:
Cash basis: there will be separate Receivable Payment (Credit) transactions, one for each invoice line item.
Accrual basis: there will be a single Receivable Payment (Credit) transaction for the total payment amount. If you group or filter the report, or the invoice lines have different tracking categories, there will be separate transactions for each invoice line.I've included a link to a support article for more information about the Account Transactions report and a link to our Xero Product Ideas.
Xero Central article: Account Transactions report
Xero Product Ideas: Copy pre lock date invoice in new invoicing
Thanks
Yash
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Olga O'Keefe
Today 3:09 PMHi Yash,
Thank you for your prompt reply.
I experimented with the tracking categories and confirmed that Xero does split the applied payment pro-rata per category. Okay, I understand the numbers now.
But I've got curious how Xero keeps track when the invoice/bill is paid from the bank account? I've never seen the split-per-tracking-category line in the bank account report. Xero is cleaver to show "Multiple Categories" phrase instead the category name. Unfortunately, it happens only in the bank account report.
If payment was made from "non-bank" account, it shows the split.
Now I understand the "weird" split of the payroll in the wages & salary account. It tracks the category.
An error occurred while saving the comment Olga O'Keefe
commented
Hi Kelly,
Something sinister is happening in our books. I paid the outstanding balance of the bill from the suspense account. This is a bill from a car dealer. This outstanding balance is financed. So, I need to record a loan etc. That was why it was paid from the suspense account.
This balance was $29,275. I expected to see one-line entry in the suspense account, i.e. $29,275 CR. Instead of this I saw TWO LINES. Please see the attached file. I have no clue how it was split this way.
You can see the bill in the attached file as well. It had a negative line, deposit of $1,000. Was it the reason? It is not connected to new invoicing but shows the same glitch in the suspense account.
An error occurred while saving the comment Olga O'Keefe
commented
Hi Jim,
Xero did not lock anything in our books. I lock every month when finish the EOM procedure.
Sorry, my explanation was very long and complex. The locking was not a problem.
The problem was and is that when we lock the period, we must be allowed to do certain actions with the records in the locked period (email, copy, credit). Classis invoicing allows us to do so, but new invoicing prohibits it. There are many posts about it in the product idea space.
An error occurred while saving the comment Olga O'Keefe
commented
Jim,
The ability to lock a period is a standard option in any accounting software. It is useful and needed. But there are some functions that we must be able to do with the bills and invoices recorded in the locked period: copy, email, apply a credit. These functions do not alter any records in the locked period.
In the beginning of this year new invoicing did not allow to do anything from above with an invoice in the locked period. Now, we can do some but it is erroneous.
This problem goes away if we open the locked period. But it is not a solution. There is the only solution to this problem - Xero MUST fix their errors!
An error occurred while saving the comment Olga O'Keefe
commented
Jeff Fowler,
thank you for your comment.
While I was posting my idea I found this:
https://productideas.xero.com/forums/939198-for-small-
businesses/suggestions/44960803-lock-dates-allocate-credit-notes-to-invoices-bilThey do not plan to do it. But read Kelly's reply and users' comments. It is very sad.
Xero must have consultants who are not just bookkeepers and accounts but active Xero users as well.
Olga O'Keefe
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716 votes
Hi everyone, some time on since my last update I wanted to give you more of an idea of the work we have going on to help reduce the number of steps and actions in new invoicing. Along with the changes mentioned in my last update, we've since released a change to the view of an invoice to shift details back into their own columns (similar to classic), while a small change we know it's improved visibility for some of our customers.
We also have other work in development atm that’ll further help here like a new line item grid when editing your invoice - wrapped up in this we’ll be introducing changes you’ve been asking for like the ability to create a new tracking option or account code without having to navigate away from the invoice, we’re increasing the number of items that you can view from the drop…
An error occurred while saving the comment Olga O'Keefe
commented
Kelly,
How many versions of new invoicing are active at the moment?
I tried to email an old invoice in the locked period to check that this action would appear in the invoice's history. We have two companies. One company did not have any warning, I emailed the invoice and received it. But there is no addition to the history. It even does not say that the invoice was updated.
When I tried to do the same in the other company a pop-up window appeared saying that it was impossible to amend this invoice as it was in the locked period. (this nonsense was discussed before). But the message was sent regardless, and I received it. Of course, nothing was added to the invoice history.
As you can see, my experience is different from @Roshelle Dalziel's.
I am afraid that on 20.11.2024 we will still be comparing apples and oranges and not seeing the proper invoice history.
An error occurred while saving the comment Olga O'Keefe
commented
Hi Kelly,
has anyone mentioned needing to change the font size in new invoicing? You can put side by side two browser tabs with new and classic of the same invoice and be shocked at how huge the new invoicing font is!
The smaller font might improve the view dramatically. I guess the smaller font will make the entire invoice table smaller.
Olga O'Keefe
supported this idea
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46 votes
Thanks for sharing this here, Olga. Appreciate the needs in being able to approve these sort of 0.00 invoices in your Xero organisation. I can confirm this is something our team are looking at so I'll keep you updated of any change of this, here.
For the meantime, though I appreciate it may slightly change your flow you should find you can approve these type of invoices from the Draft list of your invoices. If you have a few of these waiting you'll be able to Approve these all at once to save a little time.
An error occurred while saving the comment Olga O'Keefe
commented
I got this problem again.
Xero, please fix this problem!
Yesterday I was able to save a zero invoice. Now I have this error again. I captured all the screens.
In the attached file you can see:
1. An error message
2. Details of the invoice I was trying to save in new invoicing
3. The same invoice when I switched to classic. Strangely, the third line disappeared.
Now I have tried to save more zero invoices and I can do it.
What is going on? Will I have this error tomorrow? Looks totally random.
Olga O'Keefe
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36 votesOlga O'Keefe
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5 votes
Sorry Lynne, It's a bit hard to troubleshoot and get the detail to understand why your contacts details like email aren't coming through to your copied invoice. I've just tested this with Draft and approved invoices being copied and the email of the contact was bought through each time as expected. I'd recommend raising this with our specialist through the Contact Xero Support option in Xero Central for closer inspection.
Thanks for also checking on this, Olga - that message on defaults application is related to the Sales defaults saved against inventory items or the contacts record but doesn't apply to the contacts personal details. These should be applied when copying an invoice.
To explain a little more - The reason defaults aren't automatically applied is because the line item fields will be prefilled with the information from the existing invoice that the new one is copied from.
We understand…
An error occurred while saving the comment Olga O'Keefe
commented
Hi Kelly, thank you for following up on this one.
I just experimented and discovered why we can't see an email address in the freshly copied invoice when you click on "Email". Because it was not saved!!!
Classic invoicing does not show the Email button in the draft invoice until the invoice is saved. It does make sense.
New invoicing shows the Email option in the dropdown menu BEFORE the invoice is saved. When we push it, no email address in the "To:" line. After the invoice is saved, the "To:" line shows the email address.
My suggestion is it's better to remove the "Email" option from the dropdown menu. It must appear only after the invoice is saved.
I tried the above in the morning with dummy invoices.
Now I had to copy three real invoices and email them. The first invoice did show the email address in the "To:" line when I clicked "Approve & Email" button. But, two other invoices did not show the email addresses. I had to cancel. When you cancel two things happen: the invoice is approved and marked as unsent. Then I emailed the invoices using the dropdown menu option "Email".
It is very frustrating.
1. Why cancelling "Approve & Email" cancels "Email" only?
2. Why the first copied invoice was okay with the email address and two others were not?An error occurred while saving the comment Olga O'Keefe
commented
Hi Kelly,
May I interpret this? In new accounting, when we copy an invoice, the message appears:
"Contact and Item defaults will not reapply to the new invoice. If you want to reapply defaults, remove and reselect the Contact or Item after the invoice is copied."
This means that we need to reselect the contact if we want to see the correct email address!!!
This undermines the purpose of copying an invoice.
Is it possible to restore a proper "copy to" function as classic invoicing has it?
Olga O'Keefe
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39 votes
Appreciate the feedback and including a screenshot of the notifications you're getting on the invoice, Andrew. Just to make sure I fully understand your idea here - Are you saying that rather than seeing the pop up you'd like to have these added as history events to the invoice?
An error occurred while saving the comment Olga O'Keefe
commented
Hi Kelly,
Clearly, this is a glitch. Unfortunately, it got only 8 votes. I hope more users will vote. But, frankly speaking, is it just 1 vote enough to fix it?
Olga O'Keefe
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343 votes
Hi everyone, thank you for your feedback on this here. Through testing we found that majority of our customers would Approve and email an invoice at once, which is why this was developed as the default in new invoicing. That said we appreciate others would like a different action as their primary option.
While we don't have direct plans for adding the ability to set a default for this action, we're listening to your feedback and looking into how we can improve efficiency and speed things up for you when using new invoicing through the use of keyboard shortcuts. We'll share more news when we've confirmed what this shortcut looks like and are closer to providing this to you all.
An error occurred while saving the comment Olga O'Keefe
commented
We do prefer the ‘Approve’ button as a default.
I experimented with ‘Approve & Email’. When you click it, it gives you an option to cancel it. The invoice is approved, but not emailed. It is not ideal, as it requires two clicks instead of one. But who knows when Xero can fix this issue? Meanwhile, we can use these two clicks to approve invoices without using the dropdown menu.
Olga O'Keefe
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348 votes
Appreciate your feedback on how you'd like to see new invoicing improved to create more efficiency processing sales with Xero. There are a couple of different requests around defaults looped into this one idea that would be good to unpick and keep separate so we can keep you updated on any progress for each individually.
For interest around being able to set a default for the 'Approve and Send' button - There's an idea that's been started for this here that I'd recommend joining.
Kathy, your recent comment sounds more like the ability to be able to send invoices to a contact group with new invoicing - we totally get the interest in this too and have an idea for this here that you can follow.
Taking on board feedback we have made a change with the new send experience so now, selections for 'Include PDF of invoice' and 'Send…An error occurred while saving the comment Olga O'Keefe
commented
Hi Kelly,
I received a reply from your specialist. Please see it below. Could you please comment on it? It does contradict your explanation.
Hi Olga
Thanks for reaching out.
The 'send me a copy' does not stay on with the New Invoicing. This is a feature on the Classic Invoicing.
However this is a request that's already been raised with us and I've found an idea that's similar to what you’re suggesting in our Xero Product Ideas. Xero Product Ideas is a Xero website where our customers can share and support ideas for change.
If you have any feedback on New Invoicing, and have specific functionalities that you would like to see in New Invoicing, then we suggest you raise these in Xero Product ideas.
Our Product team will be actively monitoring these requests before the retirement of classic invoicing, and prioritising the ideas most requested by our customers.
I’ve included a link to the idea where you can view and support it or create a new idea to share your thoughts.
Xero Product Ideas: Sales Invoicing - Automate 'send me a copy' on invoices
Regards
Rita
An error occurred while saving the comment Olga O'Keefe
commented
Hi Kelly, thank you for advising me to raise a case with Xero for my problem. Anyway, my browser does remember the tick in the "attached PDF" field, but it does not remember the tick in the "Send me a copy". What a strange browser!
I am addressing this issue with your specialist now.
An error occurred while saving the comment Olga O'Keefe
commented
Kelly,
This statement is not true: "Taking on board feedback we have made a change with the new send experience so now, selections for 'Include PDF of invoice' and 'Send me a copy' are based on the last email you sent"
I just emailed 5 invoices. I ticked the "Send me a copy" box in the first email. Then I had to tick it in each of 4 consecutive emails. It does not remember the selection made in the last email sent.
Olga O'Keefe
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7 votesOlga O'Keefe
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46 votes
Hi everyone, to give a bit more detail from our status update a few months ago - The ability to copy to a bill is a feature that the team will be building into the new invoicing experience. They have a few items on their agenda and I want to be open that this is not planned to be delivered until after the sunset of classic invoicing.
For the time being, you'll find you can still copy to a new invoice, quote, purchase order or bill from the invoices list view.
You can get a bit more of an understanding of what's coming from our Xero central page. When there's more news on copy to a bill I'll share this, here.
Olga O'Keefe
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46 votesOlga O'Keefe
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35 votesOlga O'Keefe
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6 votesOlga O'Keefe
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4 votesOlga O'Keefe
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3 votesOlga O'Keefe
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6 votes
Appreciate the need in being able to add these extra address details in when entering your invoices. Thanks for sharing with us here.
We have work underway that'll enhance the detail that can be added in the contact card when using new invoicing and will be providing more lines to enter your contacts address details. I'll return to let you know once this is released.
Olga O'Keefe
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2 votesOlga O'Keefe
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4 votesOlga O'Keefe
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@Carla Fallows,
this is one of many glitches in new invoicing. They did not fix it but notify us every time when we copy an invoice. The warning window pops up "Contact and Item defaults will not reapply to the new invoice. If you want to reapply defaults, remove and reselect the Contact or Item after the invoice is copied".
It is an improvement as before August (if my memory is correct) they contact field was blank in a copied invoice.
I hope they will be able to fix this issue later.
It is extremely annoying to copy the contact's name in the field and they paste it back to be sure that you are "selecting" the correct name.