Xero v2 Integration - Invoicing Configuration

Invoice Numbering

Invoice Numbering determines how numbering is applied to invoices for each entity.

Go to Config > Company Management > select the entity > Invoicing > tick ‘Enable Invoice Numbering’. When this is enabled, the invoice number from the Astute invoice is applied to the invoice created in Xero.

The Invoice Numbering settings can be configured as follows:

Use Client-Specific Code	Include a code specific to the client as part of each invoice number
Use Static Code	Add a static, user- generated code as part of each invoice number
Invoice Increment	Set the invoice increment for each subsequent invoice: ‘On a system-wide basis’ applies the next available number based on all invoices that have been created in the portal ‘On a per-client basis’ applies the next available number for that client only Enter the number that you would like to allocate first
Fixed Digits	Set the number of digits in an invoice number For example, if this is set to 4 and your next invoice number is 32, the invoice will numbered as 0032

If there are multiple entities in your portal, you will need to configure the Invoice Numbering separately for each entity.

Invoice Reference

The Invoice Ref field on an invoice in Astute determines the Reference that will appear on a Xero invoice.

The Invoice Reference is set in one of three places in Astute and will apply using the below hierarchy.

System default	Set in Config > System Setup > Xero Integration Settings, under Reference Field Text This will apply if a Reference has not been set on the Entity or manually entered in an invoice
Entity default	Set in Config > Company Management > select the entity > Invoicing > Account Codes in the Invoice Reference field This will apply if a reference has not been manually entered in an invoice
In the draft invoice	Entered directly in the Invoice Ref field of a draft invoice The Invoice Ref field: will appear in a draft invoice that is unlocked for editing will not appear on the invoice PDF sent to a customer, as it is intended for internal use only

Invoice Tokens

The Invoice Ref is a free-text field and can include the tokens in the table below.

If you wish to use any of these, you will need to go to Config > System Setup > Xero Integration Settings and update the Reference Field Text field to include the required tokens. 

Recruiters [:INSERT_RECRUITERS:]	Reports the recruiter names associated with the invoice.
PO Number [:PO_NUMBER:]	Includes the purchase order number on the invoice.
Timesheet Week Ending [:TIMESHEET_WEEKENDING:]	Obtained from the last date of a timesheet. If there are multiple 'week endings' on the one invoice, only the first will be sent.
Employee Name  [:EMPLOYEE_NAME:]	Obtained from Users > Employee > select employee > Personal Details. Formatted as Firstname Lastname. Where there are multiple employees on an invoice, they will be separated by a comma.
Job Code  [:JOB_CODE:]	Obtained from Users > Employee > select employee > Job > Payroll Admin > MYOB Integration > Job Code. If there are multiple Job Codes on the one invoice, only the first will be sent.
Job Title  [:JOB_TITLE:]	Obtained from Users > Employees > select employee > Job > Workplace Details > Job Title. If there are multiple Job Titles on the one invoice, only the first will be sent.
Workplace  [:WORKPLACE:]	Obtained from Users > Employees > select employee > Job (Invoiced) > Workplace Details > Workplace. If there are multiple workplaces on the one invoice, only the first will be sent.

Please note that for the above tokens to work, a job must be linked to the invoice.

For Permanent Placement invoices, these tokens will not work even if the data is added directly to a draft invoice, so you will need to manually add the Invoice Reference to the draft invoice if it needs to flow through to Xero.