Variances in the invoice totals may occur between Link Reporting and Xero Practice Manager (XPM). This occurs when invoices or credit notes are raised in XPM that have not been assigned to a job. As we use the WIP ledger as our core database, invoices that are not assigned to a job do not appear on the WIP ledger transaction report therefore are not recognised in Link Reporting.
You can check variances in invoice totals by running an invoice report in XPM using the report builder and looking for invoices that do not have a job number assigned. The invoice report can be created using the following steps:
Go to Report - Report Builder - Report Type: Invoice - Create.
[Invoice] Job Number(s)
[Invoice] Invoice No.
[Invoice] Amount (Totalled)
[Invoice] Date: is on or after custom
[Invoice] Date: is on or before custom
[Ledger] Ledger Type Excludes: Time & Interim
Staff can change the date criteria for the report. This will enable filter the dates on this report using the 'Show Criteria' button in the top right hand corner of the report.
Save & Preview.
Any invoices listed on your invoice report that do not have a job number will need to be corrected.
How to Resolve:
The following scenarios can cause invoices to be raised without being associated against a job number:
1. A miscellaneous invoice is raised in XPM against a client.
2. An invoice is created within Xero is approved with no job number/client order number in the invoice reference field.
Scenario 1 Correction:
An miscellaneous invoice or credit note raised against a client will beed to be deleted and then raised correctly from within the job as a job invoice.
Scenario 2 Correction:
Previously issued invoices without a client order/ job number in the invoice reference field would have been imported to XPM as miscellaneous invoices & not allocated against a job. To allocate these invoices to a job you will first need to ensure that these prior invoices are removed from XPM.
To do this you can run a custom Invoice Report in XPM by going Report > Report Builder > Report Type Invoice Report > Add the Invoice Number, Client & Job Number fields into the report > Preview report. You can search the invoice number by pressing Ctrl + F to find the invoice number. Once you have found the invoice number you can click into the invoice number > Options > Delete invoice.
Once the miscellaneous invoices have been removed from XPM, open the Xero invoice and add the client order number or job number to the invoice reference field. As long as the invoice in Xero has been edited within the last 14 days then it will sync to the correct job overnight.
To reiterate this important point, to get the invoice total in Xero to send to XPM, we must have the Reference field in the Xero Invoice match the Client Order Number or Job Number field in the XPM Job. When this is setup, the invoice value will appear against the job as an interim overnight. You can watch a video here for more information.