This article outlines the current limitations of syncing Work Orders from Re-Leased to Xero Purchase Orders, providing clarity on what to expect and how to manage your processes effectively. We aim to equip you with the knowledge required to navigate these limitations and ensure your financial data remains consistent across platforms.
One-Way Syncing Explained
The integration between Re-Leased and Xero for Work Orders is a ONE WAY SYNC only. That means newly approved Work Orders in Re-Leased will sync to Xero as Purchase Orders. However, the syncing stops there. Unlike invoices which sync both ways, this particular function has specific limitations:
- No synchronization of edits made to Work Orders or Purchase Orders in either system.
- No synchronization of deletions in either system.
- Work Orders are not created in Re-Leased if a Purchase Order is created directly in Xero.
This limitation exists mainly because a two-way sync would require significant changes in Re-Leased's design to more closely resemble Xero's Purchase Orders, including the addition of individual line items.
Understanding Numbering Conventions
As a result of this one-way syncing process, Re-Leased and Xero maintain separate numbering systems. Users need to become accustomed to the Re-Leased numbering format for any Bills/Expense Invoices that originate from this workflow, as they cannot be integrated with Xero's numbering system.
Tax Considerations
Re-Leased's Work Order's Budgeted Cost field does not account for tax details, including whether the amount is tax-inclusive or exclusive. Therefore, when Work Orders sync to Xero as Purchase Orders, tax details are not included. It will be necessary for the Xero user to manually add tax information when converting the Purchase Order to a Bill.
External Reference Field Importance
There's a critical element within the syncing process concerning the "External Reference" field:
- If populated in Re-Leased's Work Order, it will be synced and used as the Expense Invoice Number in Xero.
- This leads to a mismatch between Work Order Number and Expense Invoice Number in Xero; the connection is between the Work Order External Reference and the Expense Invoice Number.
Although this makes matching an Expense Invoice with the underlying Maintenance Task more challenging, it is not impossible. Users must be aware of this to appropriately track and reconcile their records.
By understanding these limitations, users can better prepare and adjust their workflows between Re-Leased and Xero accounting systems, ensuring a smoother operation of their financial management.