Sync purchase orders to Xero

Sync purchase orders to Xero

Overview

Find out how to sync purchase orders with Xero.

Purchase orders must be synced to Xero once they’ve been billed.

When you sync a purchase order, a matching bill is created in your Xero general ledger. You can only sync a purchase order with:

  • An Invoice Date

  • A Supplier Inv No

  • A contact linked  to Xero

Additionally, on the Admin page of the purchase order, its Accounting Status must be set to Not Imported Yet Or Reset For Re-import, although all purchase orders meet this condition by default; once the purchase order has been synced, its Accounting Status gets set to Imported.

The matching bill is given a unique reference. That reference, shown in the Reference column on the Purchases > Supplier Invoices tab of your Xero integration dashboard, is a combination of (a) the supplier’s invoice number and (b) the purchase order’s reference – you can choose the order of these parts in your admin accounting settings.

The bill will debit your inventory account (perpetual accounting method) or credit your expense account (periodic accounting method). Find out more about perpetual and periodic accounting.

Sync purchase orders

  1. Log in to Cin7 Omni.

  2. From the Accounting menu in the navigation, open your Xero integration.

  3. Link new contacts (if any) to Xero (see how to link contacts to Xero).

  4. Open the Purchases > Supplier Invoices tab.

  5. In the left-hand column of checkboxes, either:

    1. Select the purchase order(s) to sync, or

    2. To select all supplier invoices (and other listed transactions), select the checkbox in the header.

  6. Select Upload Selected (or Upload All).

You’ll receive a notification if any purchase order fails to sync. Find and fix the purchase order  on the Errors > Supplier Invoices tab and then re-sync it.

FAQs

Why is freight allocated to stock on hand not expenses?

Freight is allocated to stock on hand because it’s a direct cost (that is, it’s part of the landed cost of goods). To leave out freight from landed costs, don’t record it against purchase orders and create a bill or manual journal in Xero instead.

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