Users can either Send to Xero one payment at a time or use the Actions button to send in bulk.

Send to Xero one payment

1. For any supplier payment click the …More button to open the More options dialog

2. Click the Send to Xero option

3. The Sending to Xero dialog will open whilst the send is in progress

4. After successful send the Xero reference number will appear in the Reference column and the Xero Draft status will be assigned to the payment

5. Clicking the hyperlinked reference number will open the Bill payment in Xero (you need to be logged in to Xero for this)

Note: Refer to the tooltip and/or sync rules/logic panel below if the Send to Xero option is not active/greyed out.

Send to Xero using bulk action

1. Select one or more payment line checkboxes

2. The Actions button will become active/solid grey

3. Click the Actions button to open the actions dropdown

4. Click the Send to Xero option

5. The sending to Xero dialog will open whilst the send is in progress

6. After successful send the Xero reference number will appear in the Ref column and the Xero Draft status will be assigned to the payment

7. Clicking one of the hyperlinked reference numbers will open the Bill payment in Xero (you need to be logged in to Xero for this)

Note: Refer to the tooltip and/or sync rules/logic panel below if the Send to Xero option is not active/greyed out. 

Sync rules/logic

Once the Bill payment moves past the Draft status the Supplier payment fields are locked in Tourwriter and can only be edited in Xero. Any edits in Xero will sync back to Tourwriter. 

Send to Xero will not work if a supplier payment is:

• Locked

• Paid, Overpaid or part paid

• Already sent to Xero

Note: Since the following field do not sync 

Sync with Xero will not work if

• Sync supplier payments configuration is disabled in your Integration settings

• Something unknown has happened

Bulk actions when Xero enabled

• Refresh

• Export CSV

• When exporting to CSV the Amrk exported payments as paid follows the Mark selected as paid bulk logic specified below

• Send to Xero

• Only payments that are unlocked, without an amount paid and not linked to a Xero bill payment can bulk Send to Xero

• Mark selected as paid

• Only payments that are unlocked, without an amount paid and not linked to a Xero bill payment can be bulk Marked as paid

• Lock/Unlock selected

• Payments can be locked and unlocked in bulk however any locked payment that is linked to Xero will still be updated using the Xero API

• Delete selected 

• Only payments that are Unlocked, not assigned an active booking status, without an amount paid and not linked to a Xero bill payment can be bulk deleted

Date mapping when creating a Bill payment in Xero

Tourwriter – Supplier payment	Data flow	Xero – Bill payment
Supplier payment ID		Reference
Supplier name		Contact
Date of creation		Date
Due date		Due date
Amount due		Unit price/Total
Quantity x Item name (Option name)		Description
1		Quantity
Product account code		Account

Data flow when syncing with a bill payment

Tourwriter – Supplier payment	Data flow	Xero – Bill payment
Reference		Reference
Due date		Due date
Amount due		Amount due
Date paid		Date paid
Amount paid		Amount paid
Status		Status

Unlink from Xero

For some reason you may wish to unlink a supplier payment from a Xero Bill payment. To do this:

1. For any supplier payment click the …More button to open the More options dialog

2. Click the Unlink from Xero option

3. The Unlink supplier payment from Xero dialog will open 

4. After reading the notification click Unlink

5. The Reference will no longer be hyperlinked and the supplier payment will no longer sync with Xero. 

6. You may edit or delete the supplier or Send to Xero if you want to create another Bill payment

Note:  Unlinking from Xero will not delete the bill payment in Xero, and if you send this supplier payment to Xero again, it will create a new bill payment. Users should update Xero manually to ensure correct itinerary reconciliation.

Faqs