Purchase Order Setup

This guide explores how to configure your Purchase Order options

Autotask to Xero -> Configuration -> Purchase Order

Purchase Order Options

How would you like your AutoTask Purchase Orders imported
Autotask purchase orders can be imported into Xero as either Bills or Purchase Orders, allowing for flexibility in how you manage your financial transactions.

Purchase Orders should import into Xero as:

Draft
Submitted
Authorised
Billed (Type Purchase order Only)

When Should we Sync AutoTask Purchase Orders

The purchase order import process is initiated when specific trigger conditions are satisfied. Once these conditions are met, the complete purchase order will be downloaded and synchronized with Xero.

What is your default terms for Purchases from your Suppliers

These terms can be overridden using the Xero customer card within the advanced options

How many days back should invoices be synced from

This option limits how many days back (from now) the sync can look for invoices to sync over to Xero. It’s recommended that once you are up and running that its set to at least 14 days so that if any disruption happens to your sync (such as Xero disconnection) the sync will be able to backfill.

Apply memo field to the Xero reference

This option will use the memo field and append it to the reference field within Xero. This option applied to either Bills and Purchase Orders.

Search memo for a ticket number and apply to reference in Xero

If this option is enabled it will search the memo field for a ticket number if no ticket number if found the result will be empty

Use Vendor Invoice Number as Xero reference (Bills Only)

By default the Xero reference for a bill will be the invoice reference and the purchase order id. Turning this option on will use the vendor invoice number.

Use Autotask Id number as Xero PO Number (Purchase Orders Only)

By default Xero will generate the purchase order number, if you select use Autotask Id that will be used. If you select this option then this will be used.

Advanced Options

Read here if you have selected: Xero Purchase Order Option

The information provided below is relevant if you have chosen the option "As Xero Purchase Order" in the Purchase Order Options tab.

Enable Purchase Order Advanced Number Option

By default Xero will generate the purchase order number, if you select Use Autotask Id on the options tab, that will be used. If this option is selected it will take priority over that option.

Read here if you have selected: Xero Bill Option

The information provided below is relevant if you have chosen the option "As Xero Invoice (Bill)" in the Purchase Order Options tab.

Vendor Invoice Number Format

This option allows you to further customise the Vendor invoice number using more or less values provide by Autotask. The Use Vendor Invoice Number as Xero reference option on the other tab must be enabled and the Autotask vendor invoice number from Autotask cannot be empty.

Vendor Invoice Number Fields:

{vendor_invoice_number}
{invoice_reference}
{purchase_order_id}
{external_po_number}
{purchase_order_number}

The information below applies to both Purchase orders and Bills

Purchase Order Description Format
This option applies to both Xero Bills and Xero Purchase orders. The body of your invoice can be customized with the data provided here.

Description Fields:

{product_name}
{product_sku}
{product_description}
{product_vendorproductnumber}
{product_manufacturerproductnumber}
{charge_description}

Override Xero Invoice Due Date with Xero Customer Card Invoice Due rules

This option allows for the invoice to use the due date rules within the Xero customer card. If you rule is setup within Xero it will default back to using the terms option.