Purchase orders in the Xero connector

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.

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Configuration

Log in to the connector and go to Account settings > Brightpearl settings > Default configuration to set the order status used to identify purchase orders to sync. Having a specific status ensures that draft, incomplete and uninvoiced purchase orders are not 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. 

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The order status should be the same status that is used for invoiced purchases, which is set in Brightpearl at Settings > Purchases > Purchase settings.

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Mapping

Fields between Brightpearl and Xero are mapped as follows:

Brightpearl field Xero field
Invoice number Bill number
Date created Date
Invoice total Bill total
Item code (SKU) Item code
Details Description
Qty Qty
Price Unit price
Tax code Tax rate
Tax amount Tax amount

The 'from' name and address against the bill in Xero are taken from the vendor record in Xero.

Vendor SKUs

If a product has a price list SKU against the vendor's price list, the purchase order will display that SKU rather than the product's actual SKU. When the bill is created in Xero, it will use its actual SKU.

Workflow

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Payments

Once a purchase order has been sent to Xero it can be accessed by navigating to Business > Bills to Pay.

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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

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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:

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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.

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Payment reversals

If a payment is reversed in Xero, a payment reversal is pushed to Brightpearl.

Note that the reversal must be done within Xero as the purchase payment sync is one-directional (Xero to Brightpearl).

Uninvoicing

Depending on your Brightpearl configuration, it may be possible to "uninvoice" purchase orders. This setting can be found in the Brightpearl back office 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 configuration). 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.

 

 

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