Purchase orders created in vintrace, when synced, raise an accounts payable invoice (Bill) in Xero. This allows you to manage the payment for that bill from within Xero itself. Vendor information is also sent across to Xero when the invoice is created so the vendor does not need to pre-exist in Xero.
Important tip: A purchase order with a New status will be created as a Draft invoice in Xero. Use the Approved status to ensure the invoice is created as an approved (awaiting payment) invoice in Xero.
It is important to ensure you have appropriate Asset or Expense accounts configured in vintrace and have these linked to Xero. Accounts, in vintrace, are configured under Winery Setup – Accounts. The Accounts in vintrace can then be linked to particular items you purchase.
These Asset/Expense accounts can be defaulted against the individual items you purchase or against the Stock Category that you set for the items.
Create a purchase order in vintrace by clicking Accounts > Purchase Orders.
Creating a purchase order in vintrace and then syncing the purchase order to Xero will create an invoice in Xero with the selected Asset account and line items. You will need to select the Sync to Xero checkbox before using the Save button for the invoice to be created. You can ensure this option is always selected by using the ‘heart’ icon to remember it as default.
To view the invoice in Xero, use the View in accounts link on a vintrace purchase order once it has been saved and synced. This invoice can now be managed from within Xero for payment processing.