Cloud Depot can support Xero Product and Services


About

The Xero Products and Services module is designed to match and populate the Products and services attributes on Xero Invoices, bills and purchase orders. Product and services in Xero can be found under Business -> Product and services.






Functionality Background 


Invoices
a) Map existing hardware items to Autotask products items
b) Create/Update new Xero product items

Purchase orders
a) Map existing hardware items to Autotask products items
b) Create/Update new Xero product items
c) Use Account code mappings (override default settings)
d) Adjust inventory levels in Xero



Setup


1. When should we match items on Invoice?
Set when a Xero product or service item should be mapped during sync time, we support either Purchase order or sales invoice and both.













Update existing item

If a product identifier is found our tool can update the information from your PSA, please note it will overwrite any existing information.


Auto Populate Purchase and Sell fields

Auto populate, setting this option will enable the "I purchase this item" and "I sell this item" in Xero. You can override this feature by unchecking this option and forcing a either buy or sell option in Xero.






will set both I buy and I sell this item in Xero, if you want to force the sync to only support 1 of these options untick the check box and selected the matching radio button as seen in the example below.




Matching the Xero item codes

By default our tool will use the PSA Product SKU, however if you prefer you can use the Internal and External Product Ids.



When no item code is found in the PSA

We support 3 different options here when a matching code field is empty in Autotask: 

1. We can ignore it and sync the invoice with no error

2. We can sync the invoice but raise an error that will trigger an email to the user(s)

3. We can force the invoice item not to sync and fault with an alert to the user(s)







Inventory Tracking


Please Note:

Inventory tracking is not recommend unless you have good inventory controls internally.


 1. Xero doesn’t support negative inventory, if your inventory drops to zero it could break your invoice sync engine, by not allowing approval of invoices with items attached with zero inventory count. 

 2. If the inventory adjustments option is turned on it will override inventory currently in Xero with the on hand amount in Autotask adjusted for the quantity of the purchase order item itself being sync’d to Xero

 3. Its recommend that you use the purchase order received full option, with inventory tracking 


Inventory Asset Account – An asset account of type INVENTORY to track the value of stock on hand.

Inventory Adjustment Account – An account to track the value of inventory adjustments.

Cost of Goods Sold Account – An expense account to track the cost of goods sold.







Check this box to turn inventory tracking on and off



This option is designed to keep the Autotask PSA stock level and Xero in sync with each other, during sync time it will check the on hand stock levels of both platforms (accounting for incoming items in the new purchase order) if they are the same number no adjustment will be made, if the levels are higher or lower the Xero inventory count will be adjusted. 


Xero Inventory Number = (Autotask Inventory On Hand - Purchase order unit count)


It's recommend that you receive advice from your accountant if you are unsure which account codes to selected here, please note our support staff are not able to advise what account codes you should use.



Default Account Items

It's recommend that you receive advice from your accountant if you are unsure which account codes to selected here, please note our support staff are not able to advise what account codes you should use.



During a PO sync should we override the Purchase Account with the Autotask mapped Account Code if mapped? 

This option will override the default purchase order account code with the mapped account code used for purchase orders if the Xero item is created or updated.