Sending Data to Xero

Modified on Fri, 22 Nov, 2024 at 3:46 PM

Transactions can be sent to Xero once they are in their appropriate state, where they will join their respective transaction groups in the Xero dashboard (Accounting -> Xero) where by default they will remain until manually sent. The status for a transaction to be added to the Xero transaction groups is as follows:

Invoice	Approved
Purchase Order	Invoiced (Supplier invoice number and date)
Payments	Applied (Payments can only be sent to Approved Invoices in Xero)
Credit Notes	Approved
Stock Take	Saved
Stock Adjustment	Saved

Transactions ready to send to Xero will be indicated by a count. If there is nothing to be sent to Xero, it will display the transaction is up to date. Review the available information queued to send to Xero in the Send Data to Xero section of the Xero dashboard.

Note: You can enable transactions to automatically send to Xero in your Xero Settings. Payments are synced hourly, Journals are synced daily and COGs are synced monthly.

Sending transactions to Xero is as simple as clicking the relevant send link which will instantly send the data from WorkGuru through to Xero.

Send Invoices - Send approved invoices
Get Payments - Get reconciliation/payments from Xero to apply to invoices in WorkGuru
Send Payments - Send payments applied in WorkGuru. Note: The invoice the payment was applied must be sent AND approved in Xero BEFORE payment is sent.
Send Purchase Orders - Send invoiced purchase orders.
Send Credit Notes - Send approved credit notes.
Send Cost of Goods - Send cost of goods sold journal. See details Cogs will breakdown the current cogs value to the transactions that created them (stock usage on projects/production jobs and dispatches on stock sales. Note: WorkGuru creates one COGS journal per month in Xero, subsequent send cost of goods within a month will update the existing journal, not create multiple journals.
Send Stock Takes - Send stock adjustment journal created by applying a stock take.
Send Stock Adjustments - Send stock adjustment journal.

Note: If there are any issues sending data to Xero, the relevant error message will display in red detailing exactly what information can't be successfully sent to Xero. Click the message header to review the cause of the issue and how to resolve the error.