Sample scenario of invoicing in AffinityLive > Xero

A common method for invoicing from AffinityLive is to use the job (or project) invoicing:

• Each component from the job becomes a line item on the invoice. When the invoice is pushed to Xero, many of the details are retained.
• Hours (or units) and rates (or price/unit) are not translated. So the resulting Xero invoice will show a single unit for each line item, with the price and total being the line item total.
• Tax codes. Tax code is binded with ledger code, once a Xero ledger code is selected, the corresponding tax code will be automatically selected. Xero will not accept other ledger codes or tax codes except for those from Xero.
• Xero will assign their own invoice number, however, the reference field on the Xero invoice will show the AffinityLive invoice number and title.
• Once saved, the invoice will shortly be pushed across to Xero as approved or draft (depending on your configuration).
  

What about contacts in Xero?

If the billing contact from AffinityLive is not found in Xero, it will be created in Xero. Contacts are recognised by their first name, surname and company. To avoid duplication, confirm that the company and contact details are consistent before saving any invoices.

How do I edit an invoice?

If you need to edit an invoice you should make the change in AffinityLive, since the changes will push down to Xero. We allow you to edit the invoice whether it is Draft or Authorised (approved) in Xero.

If you edit the invoice from Xero, we will pull the changes back in, but the line item synchronisation has some limitations so you may notice some slight differences between the Affinitylive and Xero invoice - though the totals will be correct.

Once an invoice has been paid, you cannot edit it in AffinityLive.

Receive Payment

Payments must be processed in Xero.

Once an invoice has been pushed to Xero, the "receive payment" functionality in AffinityLive will be replaced with a link to view the invoice in Xero.

When you add a payment in Xero, receipt and payment information will by synced into AffinityLive. Partial payments are supported, but Xero does not allow excess payment - so you should not see any credits coming from Xero.

• Xero will push across the payment amount, the date, the staff creator and a reference field
• At this point, payment type information is not being pushed back to AffinityLive (eg Credit Card, Cash, BPAY)