Pass Lentune Invoice line Stock codes to Xero Item codes

Mapping Lentune Stock codes for invoice lines to Xero item codes for all Payables, for selected Branches, or for individually selected Suppliers.

Introduction

System wide: Post invoice line Stock codes to Xero item code

By Branch: Post invoice line stock codes to Xero item code

Individual Supplier: Post invoice line Stock codes to Xero item code

Passing Stock code rules

Invoice Override Status

Xero setting


Introduction

You may map invoice lines from Lentune's Stock codes to Xero's item codes so that the correct codes are transferred when posting invoices from Lentune to Xero.

This can be set system wide for all Suppliers, or for selected Branches, or for individually selected Suppliers (Payable accounts).

The Lentune setting is called Post invoice line with Xero item, and will be Off by default on all existing Payable systems, Branches and Payable accounts and any new Payable accounts.

The tool tip for this field is:

Line item Stock Codes will be mapped to Items Codes in Xero where possible.

 

A Xero item code is a the equivalent of a Lentune Stock code. The item code is a lookup in Xero, therefore the stock item must be in your Xero catalogue before Lentune can pass it.

In Xero, the setting for items/products, is under Business > Products and Services where the setting I track this item must be set for each record. Refer below for more details.

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System wide: Post invoice line Stock codes to Xero item code

If you wish to set this flag to be used for all Suppliers, the setting is on the Administration > Settings screen.

  • Go to Administration > Settings > Integration > External integration detail.

In the Batch Interface screen section, the fields for Payable Invoice Batch Liability Interface and Expense Analysis Interface will already be set to the Xero interface method that you use.

  • Check the flag for Enable Xero setting edit.
  • Check the flag for Post invoice line with Xero item.
  • Click Save and close.

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By Branch: Post invoice line Stock codes to Xero item code

Where you use multiple branches, and your Xero interface is set up to integrate by multi branch, this setting may be set for individual branches, and is set up on each branch that you wish to post invoices by item code.

  • Go to Administration > Branches and select the Branch you wish to change for this feature for.
  • Go to the Details tab > Sales Coordinator details section.
  • Check the flag for Enable Xero setting edit.
  • Scroll down to the bottom of that section.
  • Check the flag for Post invoice line with Xero item.
  • Click Save and close.

  • Repeat this for all other branches that you wish to have the setting applied to.

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Individual Supplier: Post invoice line Stock codes to Xero Item

Where you wish to post the Stock codes to the Xero item codes for selected Suppliers only, the setting is on the individual Payable account.

  • Go to Administration > Payables and select the Payable account you wish to update.
  • Go to the Details tab > Additional details section.
  • Scroll down to the bottom of that section.
  • Check the flag Post invoice line with Xero item.
  • Click Save and Close.

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Passing Stock code rules

Where the Post Invoice Line with Xero Item is set in Lentune on any of these three options, then when Lentune passes the payable invoice to Xero, it will pass the Stock code on the invoice analysis lines as an Item Code on the corresponding line in Xero for the Payable accounts belonging to the category selected.

Invoice Override Status

In Lentune, the setting for Invoice Override Status may be set to Draft or Authorised.

  • Where this is set to Draft, and the General Ledger code that has been selected on your invoice doesn't match the Inventory Asset Account in Xero,  it will ignore what you have in Lentune and use the Xero code. 

  • Where this is set to Authorise, the codes must match in order for the invoice to be accepted. These codes are case sensitive. If the codes don't match, the invoice will be rejected in Xero.

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Xero setting

In Xero, there is a setting for items/products, which is under Business > Products and Services.

When you click into each record and select edit, there are two fields:

    • I track this item. This should be checked.
    • Inventory Asset Account. The contents of the Inventory Asset Account field must match the Lentune General ledger code where the Lentune field for Invoice Override Status is set to Authorise. This field is case sensitive to allow a match.

 

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Last updated: 12 January 2023