When the Xero integration is active some Incoming payment fields are synced from Xero and are no longer editable in Tourwriter. You can only edit synced fields in Tourwriter when the Xero invoice is still in Draft.

These Incoming payments fields can be never be edited when the Xero integration is active:

• Invoice number and Status
• Amount paid and Date paid

These fields can only be edited when the Xero status is Draft:

• Payment name (reqd)
• Payment type (reqd)
• Amount due (reqd)
• Due date (reqd)
• Method
• Bill to (reqd) – creates or matches to an existing Contact in Xero
• Billing address (does not sync to Xero)
• Notes (does not sync to Xero)

Only unsynced fields can be edited in Touwriter when the Xero invoice is one of the Approved statuses (Approved, Sent or Paid).

Creating a draft invoice in Xero

Creating and Saving an Incoming payment will automatically create a Draft Invoice in Xero once the Xero integration is enabled.

1. Click Create incoming payment to open the Create incoming payment dialog
2. Complete the required fields:
   • Payment name
   • Payment type
   • Amount due
   • Due date
   • Bill to
3.  Click Save
4. A draft invoice will be generated in Xero and the Invoice number will be populated in Tourwriter. The status will display as Draft.

Note: Users can click the Invoice number hyperlink to go directly to the Invoice in Xero when they are logged into Xero.

Updating an Invoice in Xero

Once an Invoice in Xero is no longer in Draft status (ie Approved, Sent or Paid) then Xero becomes the source of truth and the Incoming payment is locked and can no longer be edited in Tourwriter.

To edit an Incoming payment locked by Xero, you will need to edit the Invoice in Xero or set the status in Xero to Draft, which will release the Xero lock.

Collecting Stripe payments and reconciling with Xero

When the Stripe integration is enabled, customers can collect payments from Stripe via the Pay now button. When the Xero and Stripe integrations are both enabled, any payments received via Stripe will need to be reconciled in Xero before the Incoming payment displays the Paid status.

Stripe integration details can be found here.

Rules for when both Stripe and Xero integrations are active:

• Not paid in Stripe but Pay now enabled = the Incoming payment will display Stripe method.
• Paid in Stripe but not reconciled in Xero = the Amount paid will be light grey with the credit symbol displayed
• Paid in Stripe and reconciled in Xero = the the Amount paid will be populated with the status Paid in green