sblive Xero Guide

• Enter the information from the purchase invoices into the attached Xero template. • If you are importing more than 500 invoices you will need to split the file as this is the maximum you can import in one file. • Leave any blank columns and do not change or add headings. Required columns are marked with an asterisk (*) in the template. 1. Contact Name - Enter your supplier’s name exactly as it appears in Xero. If the contact isn’t in Xero, a new contact is created when you import this file. 2. Invoice Number - Enter a reference to help you identify and search for the bill or credit note. References must be different for each bill and credit note in this file, otherwise they will be combined together even if the contact's name is different. Only use the same reference in this file when you're importing multiple line items on a single bill. 3. Invoice Date and Due Date - Enter the date and the due date of the bill or credit note. Use the format DD/MM/YYYY. 4. Quantity - Enter the quantity of the items you’ve purchased or have been credited. 5. Unit Amount - Enter the purchase price of the item. If your item is a credit note, add the price as a negative amount. Enter all prices in this file as either tax inclusive or tax exclusive, but not a mixture of both. You'll select whether the file contains inclusive or exclusive prices when you import this file. 6. Account Code - Enter the code, as it displays in Xero, to code the item to. 7. Tax Type - Enter the purchases tax rate display name as it appears in Xero. If the tax rate name contains words and a percentage, enter it in full as it appears in Xero, for example, 20% (VAT on Expenses). • The Total and Tax Amount columns will be calculated automatically based on the data in the Quantity, Unit amount and Tax type fields. If an account code or tax type isn’t entered, the import will set itself to No VAT and the invoice will be the VAT exclusive amount. • Save the file as a CSV (.csv) format file. • Click browse and select your CSV file. If you’ve already created contacts with emails and addresses that you want to change when you import the file then select ‘Yes, update contacts with imported address details’. If you don’t want to change anything then select no. As with Sales import, choose whether the prices in the Unit Amount column are tax exclusive or tax inclusive. Click import. • Review the import message in Xero – if there are any errors in the file you can go back to the file, fix them, and then import again. Otherwise click import complete. You can enter individual invoices which aren’t successfully imported afterwards. • If the invoices are dated before 1 January 2018 then use 1 January 2018. • The purchase invoice will be sitting in the draft bills tab ready for you to approve.

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