How to Export Invoices from SMS to Xero with Multiple Item Lines

How to Export Invoices from SMS to Xero with Multiple Item Lines

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Overview
This tutorial will provide information on how the Student Management System automatically exports Invoices with Multiple line items to Xero.


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NOTE: This exclusive feature is only available for Performance Package subscribers. Unlock the full potential of your SMS with the Performance Package. To upgrade your plan and access this feature, please contact our Support team.

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IMPORTANT


An item line will be created for each Student Invoice item line. The associated account code used for the item line in Xero will be as per the following logic:
  1. The Account Code will be set to match the one that was set for the related Fee in the Program Instance of the Enrolment.
  2. If the related Program Instance Fee does not exist or has not been set, then it will use the default Account Code specified in Xero Export Options for the related Fee Type.
  3. Additionally, the invoices will only be exported to Xero if it meets ALL of the following conditions:

o   The invoice has not been exported to Xero yet.

o   The creation date of the invoice (Date Created) is greater than or equal to the Date of First Invoice.

o   The invoice has already been paid, OR

o   The due date of the invoice is less than or equal to today’s date.



A scheduled system task will run every 2 hours to check for invoices that are qualified to be exported to Xero. All exported invoices will then appear in the “Invoices” section of Xero Accounting Software under “Business” menu.



  1. To see exported invoices from SMS to Xero:
    1. Go to Finance
    2. Go to Invoices Tab
    3. Click "Exported to Xero" dropdown list to filter the invoice view:
      1. Select N/A will not include the "Exported to Xero" as a search criteria.
      2. Select NO to exclude invoices exported to Xero.
      3. Select YES to include invoices exported to Xero.
    4. Click Search

Refer to the image below on where to find the dropdown list in the SMS.



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NOTE: 
  1. Once Invoice is paid, it can no longer be edited since it is already exported to XERO.
  2. The Invoice Number in the SMS is the same as the Reference No. in Xero and can be used for searching/sorting of invoices.


Notes
Related tutorials
  1. How to Integrate and Set up SMS with Xero
  2. Voiding Xero Invoice from the SMS
  3. Setting SMS Invoice as Paid if Paid in XERO
Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to the contact support via email.