Once jobs have been ticked as ready to be invoiced, they can be Posted to Xero to create the invoices. The newly created invoices will be in the Draft Invoices section of Xero where they can be checked and Approved.
Marking Jobs as Ready to be Invoiced
Jobs move to the Invoicing pages after being marked as Done from the Daysheet. From the Invoicing by Date page, jobs can be checked and marked as ready to be invoiced by ticking the Invoice checkbox.
Jobs can be individually ticked, or all jobs for the day can be marked by ticking the heading checkbox.
Clicking SAVE will mark these jobs as Ready to be Invoiced indicating they can be posted to Xero. They will not be posted to Xero at this stage.
Jobs can also be marked as ready to be invoiced on the Invoice by Charge Client page, but the normal workflow is to confirm the jobs on the Invoice by Date page.
Posting Jobs to Xero
On the Invoice by Charge Client page, all the jobs are grouped by the clients who will receive the invoices.
All jobs that are posted together will appear on the same invoice to the client.
An exception to this is when an Order Ref number is used on a job. Any jobs with a unique Order Ref will appear on separate invoices with the Order Ref number showing in the Invoice Reference Field in Xero. Jobs with the same Order Ref number will appear on the same invoice if they are posted together.
The Order Ref number is shown on the Invoice by Charge Client page to indicate these jobs will appear on a separate invoice.
New Clients in MyTrucking
Any new clients that have been added into MyTrucking will be created in Xero when an invoice is posted. All of the details entered in MyTrucking (address, email, phone numbers etc) will be used to create a new customer in Xero.
Posting jobs per Charge Client
Clicking the blue Post button to the right of each Trading Name will send the jobs (that are marked as ready to be invoiced) for that single Charge Client.
Posting Jobs for multiple Charge Clients
Clicking the blue Post All button will send up to 50 Charge Client invoices to Xero.
If more the 50 invoices are to be posted the Post All button can be clicked again once the first post has completed.
Success Confirmation
Once the post has completed a message will be shown detailing the number of invoices created in Xero.
If an error is produced during the Post process an error window will be displayed detailing the error.
If an error is produced, only the invoice that caused the error will need posting again. The successful invoices will be processed as normal.
After Posting
All successfully posted jobs are removed from the Invoicing pages. They can still be found by going to Jobs - Find Jobs.
On the Find Jobs page, any jobs that have been posted to Xero are marked with an Invoiced tick.
Re-Posting Jobs
If an error is found in Xero after the invoice has been created, it is recommended to delete the invoice in Xero and re-post the job from MyTrucking.
It is possible to edit the job directly in Xero, however this would result in a disparity between the two systems.
To re-post a job it needs to be moved back to the Invoicing page by finding the job on the Find Jobs page, and un-ticking the Invoiced tickbox. This can only be done one job at a time.
Once the job has been un-ticked it will move back to the invoicing pages where it can be edited and re-posted to Xero.
Regards
The MyTrucking Support Team
