This guide will go through a summary of the different export types for our Accounting Integrations and where the data will appear in your Accounting Program.
The example integration we will be using here is Xero but the locations should be similar if you are using another integration like MYOB or QuickBooks.
What's in this Guide?
- Things you'll need before you get started
- Exporting Reconciliation invoices as Draft
- Exporting Reconciliation invoices as Approved
- Placing Orders on Account
- Exporting Received Purchase Orders
- Exporting Negative Purchase Orders
Things you'll need before you get started.
Before your data will begin sending to Xero, you will need to prepare a few things before you can get started
- You will need to have configured your Accounting Integration here
- Review our guide on how to export Account Sales to Xero
- Review our guide on how to export Purchase Orders to Xero
Exporting Reconciliation Invoices as Draft
When you are exporting a Reconciliation invoice as Draft, this will export to the Draft Invoices section in your Xero account.
You can access this by going to Business > Invoices in Xero.
You should see your Draft invoice in the Drafts column in Xero.
When you open the invoice, you will be able to view all of your account mapping. There are a few key things that we need to point out with Draft invoices.
- The invoice value will be $0.00
- Your Sales Revenue will appear with positive values, while your Payment data will appear with negative values. This allows the invoice to balance without an amount owing.
- The entire invoice is completely editable, you can change the Account Name, Description, Mapped Accounts & even the invoice number.
Draft invoices are designed to be completely editable which allows the merchant to make any adjustments before they approve the invoice.
Exporting Reconciliation Invoices as Approved
When you are exporting a Reconciliation invoice as Approved, this will export to the Paid Invoices section in your Xero account.
You can access this by going to Business > Invoices in Xero.
You should see your Approved invoice in the Paid column in Xero.
When you open the invoice, you will be able to view all of your account mapping. There are a few key things that we need to point out with Approved invoices.
- The invoice value will be $0.00
- Your Sales Revenue will appear with positive values on the invoice.
- Your Payments will be applied as Xero payments on the invoice to pay out the outstanding balance.
- The invoice is completed which means you aren't able to edit any of the fields, all you are able to do is void the invoice.
Approved invoices are designed to be a set and forget method for merchants who don't wish to make any reconciliation changes to their invoices in Xero.
Placing orders on Account
When an Account Sale is sent through to Xero, this will go to the Awaiting Payment section inside Xero.
To access your Awaiting Payment invoices, you can select Business and Invoices from the menu bar in Xero and then select Awaiting Payment
You will see your Account Sale appear in the Awaiting Payments section under the Customer Name.
When you open the invoice, you will be able to view the attached customer, the products they have ordered, the invoice number and the outstanding balance.
Exporting Received Purchase Orders
When you mark a Purchase Order as Received in Lightspeed, this will then be sent as either a Draft, Submitted or Approved Bill invoice into Xero based on your settings configured in your Accounting Integration.
The locations where you will find your Purchase Orders (based on the export settings you have set)
- Draft Export - This will go into the Accounting > Bills to Pay > Draft invoices section
- Awaiting Approval Export - This will go into the Accounting > Bills to Pay > Awaiting Approval invoices section
- Awaiting Payment Export - This will go into the Accounting > Bills to Pay > Awaiting Payment invoices section
Your Purchase Order invoice will have;
- A Prefix if this was set in your Accounting Integration
- The Invoice Number for the Purchase Order
- The Products you have added to the order. (Note: If products are added in quantities, they will appear as separate lines in Xero)
Exporting Negative Purchase Orders
When you create a Purchase Order in Lightspeed with negative quantities and mark that as Received in Lightspeed Lightspeed, this will then be sent as either a Draft, Submitted or Approved credit note into Xero based on your settings configured in your Accounting Integration.
When the Purchase Order exports as part of the purchase workflow for the Xero Integration, it will create a credit note in the Bills to Pay section in Xero.
The locations where you will find your Purchase Orders (based on the export settings you have set)
- Draft Export - This will go into the Accounting > Bills to Pay > Draft invoices section
- Awaiting Approval Export - This will go into the Accounting > Bills to Pay > Awaiting Approval invoices section
- Awaiting Payment Export - This will go into the Accounting > Bills to Pay > Awaiting Payment invoices section
You can then complete this credit note to add a credit back to the mapped accounts.