This guide will show you how to use the Xero Invoice Export tool in PPS to produce a .csv file of your invoices in PPS within the required date range to then import into Xero.
Use this report to keep your Xero accounts up to date with the records added in PPS and produce a report with one line per charge item that can then be imported into Xero.
Section 1 - Xero Export Settings
Navigate to Tools > Options > General System Options > Add-Ins and select Xero Invoice Export Settings.
Here you can customise the export settings if required or leave them on the default settings.
Here is a guide for each of the settings:
Xero "Services" code - If you have specified a specific "Services" code in your Xero settings, this can be entered here and included in the report export under the 'Account Code' field.
Xero "Stock" code - If you have specified a specific "Stock" code in your Xero settings, this can be entered here and included in the report export under the 'Account Code' field.
Contact Name Format - If an invoice is for an existing contact, ensure this exactly matches the contact name in Xero, to avoid creating a duplicate contact record.
Include Email Address - You can use the import file to add or update a customer's address details at the same time as adding their invoice. If you do this, confirm that you want to update address details when you import the file.
Payment Terms (days). Due Date = Invoice Date plus this number of days - This is the due date that the invoice needs to be paid by.
Include Charges Code - This will include the Charge Code set up for this item in PPS.
Currency - Enter the 3-letter abbreviation of the currency of the invoice, eg EUR. If the currency isn't already in currency settings, you'll need to add it first.
Invoice Number Prefix - Number sequencing in Xero helps you keep track of customer invoices. For example, the prefix INV = sales invoices.
Credit Note Number Prefix - To differentiate credit invoices the prefix CN can be added.
Section 2 - Xero Accounts Invoice Export
Navigate to Reports > Reports & Mail Merge > Accounts > Xero Accounts Invoice Export > Open:
Here you can select the date range that you want to focus the export on:
Select Export and you can then choose where to save the export on your computer.
Important: If you're using a PPS Hosted system and you're having issues saving the export to your computer then you may need to enable Local Drives.
You will then be able to locate the export on your computer.
Section 3 - Import the Report into Xero
Locate the report on your computer where you will find it labelled 'Xero Invoice Export_{date}.csv'
Import the spreadsheet into Xero according to their guidance which can be found here.