This article provides clear instructions on how to sync Work Orders from Re-Leased to Xero as Purchase Orders. This feature aims to streamline your accounting processes, reducing surprises when reconciling supplier bills. We cover the necessary steps, including pre-requisites, to successfully integrate your Work Orders with Xero's Purchase Orders, facilitating efficient matching and expenditure tracking.
Enabling the functionality
To enable the syncing of Work Orders to Purchase Orders in Xero, navigate to Settings > Manage integrations & add ons > View details > Settings, and set the toggle to enabled.
If you wish to disable this functionality, simply toggle to disabled from the same Xero integration settings pop up.
Prerequisites for Successful Synchronization
Before initiating the sync process, ensure the following mandatory fields are completed in your Work Order:
- Contractor
- Budgeted Cost
- Due Date
- Description of Works/Issue
- Chart of Account (Linked to the Maintenance Type)
Check the Maintenance Types in your Settings to verify that Charts of Account are correctly linked. If any mandatory fields are missing, the Sync Results Page will indicate the issue and offer a solution. Click here to read more about the scope and limitations of this functionality.
Sync Workflow
Step 1: Creating and Approving Work Orders in Re-Leased
Create and approve a Work Order in Re-Leased. It’s recommended to leave the "External Reference/Number" field blank for easier matching later in the process.
Step 2: Syncing to Xero
Once the Work Order reaches an Approved/Sent/Completed state, it will sync to Xero during the next synchronization cycle.
Step 3: Creating a Purchase Order in Xero
A new Purchase Order in Xero is generated from the synced Work Order. Remember:
- No Tax information is included; the Purchase Order is created without a Tax rate.
- The Purchase Order number matches the Re-Leased Work Order number.
- The Xero Tracking Option reflects the Property associated with the original Maintenance request.
Step 4: Converting Purchase Order to Bill in Xero
In Xero, you can convert the Purchase Order to a Bill by selecting Mark as Billed or via Options and choosing Copy to > Bill.
Step 5: Drafting a Bill in Xero
Create a Draft Bill in Xero and ensure to add a Tax Rate and a Due Date to get it approved.
Step 6: Approving the Bill in Xero
Approve the Bill in Xero to finalize. The Bill number will match the Work Order number, provided the original Reference field was left blank.
Step 7: Re-Leased Updates with an Expense Invoice
After the next sync, Re-Leased will update with a new Expense Invoice reflecting the Bill details. The Invoice number in Re-Leased will match the Work Order number, and the Tracking Option ensures it is associated with the correct Property.
Following these steps ensures smooth integration between Re-Leased and Xero, allowing you to manage your property maintenance expenses effectively and with greater financial control.