Changes to the Sale – Xero Invoices and Purchase Orders

To try and cater for the different scenarios you encounter when dealing with client demands and changes in production, we have included a collection of flexible tools to help.

The first thing you will want to do is amend the product quote/s that need to be changed (eg – adjust quantities) – then select the new order quantities for all items to be ordered. (Not just those that have changed)

On the originating Quote screen – after a quotation has been converted to a Job – the Approved button morphs into a Regenerate button

The Regenerate button provides access to a suite of tools allowing you to manage various aspects of the Job when used in conjunction with the updated/altered quote.

These Include:

• Cancelling Existing PO’s
  Changes the PO status to Cancelled, but does not delete the PO.
  (These are still visible in Projects, Jobs and Purchase Order modules)
  Does not notify the supplier the PO is cancelled
• Generating New PO’s
  Creates new purchase orders for the chosen suppliers.
  Does not RE-generate the original PO.
  Does not cancel the original PO.
• Altering the Invoice sent to Xero
  Depending on the Invoice state in Xero (Draft or Approved) allows you to perform different functions.

These functions can be used independently or as a collective.

Tip ~ You do not need to regenerate PO’s that have not changed.
eg -If product/s from only 1 supplier is affected – only cancel and regenerate the corresponding suppliers PO.

Things to keep in mind:

In addition to the above actions, the below functionality is also available:

Purchase Orders

• Individual Purchase Orders in BE can be cancelled from their respective screens
• Individual Purchase Orders in BE can be edited from their respective screens whilst in draft mode
  (ie – before being sent to Supplier, marked as sent, or sent to Xero)

Once sent to Xero, PO’s are locked in BE and Xero becomes the source of truth.

• Individual Purchase Orders in Xero can be edited and the new information sent back to the corresponding PO in BE by using the Update from Xero button
  (accessible in Projects, Jobs and Purchase Orders)

Invoices

• Sale information in Projects (MainMenu>Activity>Projects) or Invoices (MainMenu>Activity>Invoices) can be Updated from Xero when the invoice has been sent to Xero.

NB – None of the above actions update the originating quote – this needs to be done by the user

Cancel a Sale altogether

If you wish, an entire sale can be cancelled – and you can start the sale process again by duplicating/creating a revision of the quote – click here

(Any Invoices and PO’s already in accounting software need to be cancelled independently)