Purchase orders created in Brightpearl are pushed to Xero once they reach a mapped status, typically 'Invoice Received'. Payments made against the resulting bill in Xero are then sent back to Brightpearl, marking the order as paid.
The order status on which to sync purchases is set in the connector at Account settings > Brightpearl settings > Default configuration. This is to ensure that drafts and incomplete or uninvoiced POs do not get accounted for in Xero. Once a purchase order's status moves to this mapped status in Brightpearl, the connector will fetch the order and create a new, approved bill in Xero.
This should be the same status that is used for invoiced purchases, which is set in Brightpearl at Settings > Purchases > Purchase settings.
Fields between Brightpearl and Xero are mapped as follows:
|Brightpearl field||Xero field|
|Invoice number||Bill number|
|Invoice total||Bill total|
|Item code (SKU)||Item code|
|Tax code||Tax rate|
|Tax amount||Tax amount|
The 'from' name and address against the bill in Xero are taken from the supplier record in Xero.
If a product has a price list SKU against the supplier's price list, the purchase order will display that SKU rather than your standard SKU. When the bill is created in Xero, it will use your standard SKU.
Once a purchase order has been sent to Xero it can be accessed by navigating to Business > Bills to Pay.
When you record a payment in Xero (by adding a payment against a bill or via payment reconciliation through a bank feed), the order's status is updated in the connector and the payment details are posted back to Brightpearl.
Deposits and prepayments
If you pay your supplier before the invoice is received then you should create this payment via a bill in Xero coded to ‘prepayments’ as per the images below:
When the goods are received in Brightpearl and the purchase order is invoiced, the document will be fetched by the connector and posted to Xero. When you open the invoice in Xero, a popup will ask if you'd like to allocate the prepayment against the invoice. Select Allocate. This will automatically mark the purchase invoice as paid in Brightpearl too.
If a payment is reversed in Xero, a payment reversal is pushed to Brightpearl. Note, as the purchase payment sync is one-directional (Xero to Brightpearl) the reversal must be done within Xero.
Depending on your Brightpearl configuration, it may be possible to 'uninvoice'. This setting can be found in the Brightpearl backoffice at Settings > Company > Accounting: Options | Allow un-invoicing. If enabled, an invoiced order can be uninvoiced, cancelling the journal in Brightpearl and returning the order to your 'new order' status.
Upon uninvoicing in Brightpearl, the corresponding bill in Xero is automatically voided (if the option is enabled in the connector config). When the order is re-invoiced, the reference of the new invoice created in Xero will have a unique suffix, e.g. PI-1000/New-01.
If payment has been taken prior to uninvoicing, payments will need to be adjusted manually.