Xero - Exporting Job and Order Invoice Quantity

Xero - Exporting Job and Order Invoice Quantity

Introduction

Job and sales item quantities can be exported to Xero.
When invoice details are exported to Xero, it requires a quantity and a unit price.
Xero then calculates the line value by multiplying them together.
By default, we export the invoices to Xero with a quantity of 1 and a unit price equal to the line price.

How it works

Exporting behaviour can be changed and is controlled by the internal setting ‘Xero Rounding Behaviour’. 
NOTE: This does not change the invoicing generation process.
Contact support if you require this setting to be changed


Rounding Behaviour Option

  1. Always set quantity to 1 – Maintains default behaviour, sets quantity to 1, sets unit price to total.
  2. If required, set quantity to 1 - If the line total divides cleanly (to 2 decimal places) by the quantity,
    set the quantity to the line quantity, and the unit price to line total divided by quantity (unit price).
  3. Add rounding line if required - Always set the quantity to the line quantity, and the unit price to line total divided by quantity (unit price).
    If there is any remainder, add a rounding line at the bottom of the invoice. Sums all ‘remainders’ onto one rounding line.

GL Account Setting

The GL Account comes from the setting "Invoicing balance line general ledger account".
However, the tax content of the accumulated remainder remains on the line details, giving the correct tax calculations.

This setting only works when Invoicing Mode is either Single Line or Single Line, Split Freight.

This is because when invoicing by operation, we use the quantities as applied to the operation, which may include overs and spoils, not the job quantity.
When invoicing by General Ledger account, the line quantities are set to 1.



Examples - 1

The following examples are based off a quote for 1000 letterhead.
There are 2 deliveries – totalling 650 and 350 respectively.
This example will use below settings:
  1. Delivery Mode – Don’t Split
  2. Invoice Mode – Single Line


After accepting the quote, creating the job, and generating an invoice, it is created with a single line – with the ordered quantity on the line:


Save, approve and export the invoice:


Opening the invoice in Xero presents:


The quantity is the total job quantity.
The unit price is calculated as 245.19 / 1000 = 0.24519 rounded to 0.25.
100 * 0.25 (calculated Unit Price) = 250.
An Adjustment was added to deduct 4.81 from the calculated line amount to give the correct sub-total.
The tax amount shown on the line of 21.76 is the full tax amount from the printIQ invoice above.

Examples - 2

The line ‘Includes Adjustment to Tax’ in the Xero Invoice totals is not part of the Totals calculation.
It is an informative field, basically being the tax content of the Rounding Line.

Delivery Mode –Split freight lines per delivery
Invoice Mode – Single Line

The invoice shows the freight split by delivery, with the quantities reflecting the Ordered quantity for the job and the delivery quantities for each dispatch:



After exporting to Xero, the invoice looks displays


The line quantities show the Job Quantity and the delivery quantity for each dispatch.
Because each line is reverse calculated to generate the Unit Price when exporting the Rounding Adjustment is different to the previous invoice,
but the total price of the invoice and the tax details remain the same.

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