Bills

Bills

*This functionality is activated by request to AccountsInSync support*

Function

Description

Action

Creates/overwrites single or multiple bills per single BlueFolder ticket for the cost value of a BlueFolder ticket 

Also known as: Accounts Payable invoice, AP, Recipient Created Tax Invoice, RCTI 

Bills are created in Draft status 

See Suppliers for how BlueFolder Users are linked Xero Contacts for use on bills. In summary:

·        a Supplier (Xero Contact for bills) is determined from the Link1URL value found from Assignees on a ticket. The Link1URL value is manually set for BlueFolder Users to match the name of a Xero Contact

·        multiple BlueFolder Users may be linked to the same Supplier by giving the Users the same Link1URL value

·        a single bill is created per Supplier, which may result in multiple bills being posted from a single ticket

Direction 

Bluefolder to Xero (Xero bill contents overwritten if re-posting for same BlueFolder ticket) 

Condition

A bill will be created for tickets:

·        where there is a cost value AND

·        if the Ticket-level custom field "AP Status" is set to the drop down value "Auto Process"

·        (currently disabled functionality: for each BlueFolder User on a ticket where the user's Role matches a selection in "Create AP/Bill for these Users Roles" in AccountsInSync settings)

Field Mapping

 

Xero Invoice Field

Source

Contact Name

Supplier on a ticket. See Suppliers for how a BlueFolder User is matched to a Xero Contact.


Supplier determined from:

·        First chronological Assignee on ticket

·        (currently disabled functionality: the User as set per BlueFolder Item in the Who field)

Date

BlueFolder Ticket - Closed Date 

Due Date 

Priority:  

1.      Xero contact-level "Bills Due Date" is calculated from the Xero invoice date

2.      Xero organisation-level "Bills Default Due Date" is calculated from the Xero invoice date

3.      BlueFolder Ticket - Closed Date

Invoice reference

Same as for Invoice Reference for Single Invoices

Header

Same as Header for Invoices

Fields that will be excluded from header: 

·        taxableAmount

·        taxAmount

Item Lines on Invoice

Sorting: Invoice line items are sorted by the BlueFolder Ticket - Item - Date

Grouping:  

Item Type (Labour, Materials, Expenses)

Item Code

Same as Item Code for Invoices

Description

·        Date

·        [Item Type: "Labour", "Material" or "Expenses"]

·        BlueFolder Item - Description

·        "Assignee: " + BlueFolder Assignee User

Quantity

Same as Quantity for Invoices

Unit Price

BlueFolder Item - Cost 

Account

Priority: 

1.      Cost of Goods Sold Account Code of the Xero Inventory Item that has a name matching the BlueFolder Item Name (if ‘Use Xero Inventory’ is enabled)

2.      BlueFolder Item - Account Name value after "/" character (if corresponds to Account Code of a Xero expense account)

3.      Default Purchase Account Codes in AccountsInSync settings

Tax Rate

If BlueFolder Item is taxable, priority: 

1.      Xero Inventory Item - Purchase Tax Rate (if ‘Use Xero Inventory’ is enabled)

2.      Default Xero Purchasing Tax Code

If BlueFolder Item is set as non-taxable use a non-taxable Tax Code from Xero.

Created 

When status of ticket changed to Closed.

Edited

When status of ticket changed to Closed.

Existing bill(s) in Xero relating to that ticket will be deleted and replaced with the new bill(s). 

Deleted

None - Requires manual action for corresponding records in both applications

Error Handling

If an error occurs during posting of bills to Xero an error email is generated and the bills are not posted to Xero. Posting of corresponding invoice (if any) is also stopped.