Put Xero documents on the right job

When Xero sends an invoice or quote into ONYX1, the document carries its customer and Xero number. ONYX1 puts it on a job automatically only when the match is clear. You can review the remaining invoices and link them yourself.

Supplier bills use the same owner and admin Xero approvals queue. They are costs, never sales revenue. A bill contributes to job costs only after it is linked to a job and its Xero account code is turned on as Job cost in Settings → Xero.

Before you start

• An owner or admin must turn on inbound Xero sync for invoices or quotes in Settings → Xero. Supplier bills follow the inbound Invoices direction.
• Owners and admins can use the Xero invoices entry under Approvals. The page heading is Xero approvals, and it contains invoices needing a job, bills needing a job and job reconciliation gaps. Other business roles can still use the existing Link a job control on an invoice or quote when their normal sales rights allow it.

Automatic matching

ONYX1 checks the Xero reference and line descriptions for an ONYX1 job number, such as JOB-0016, for the same customer. It also follows an invoice reference to a Xero quote that is already linked to a job. If neither is present, one completed or ready-to-invoice job with no issued invoice can be chosen automatically for that customer.

The match never uses an amount or a customer name on its own. If two jobs could fit, the document stays unlinked for a person to decide. The reason for an automatic match is recorded in the activity history.

Supplier bills

ONYX1 allocates a supplier bill automatically only when the evidence identifies one job:

• The ONYX1 job number appears in the bill reference or a line description.
• A Xero tracking option maps to the job.
• The bill references a purchase order raised in ONYX1 for the job.

If the evidence is missing, conflicting or matches more than one job, the bill stays unlinked. The queue shows Bill needs a job with suggestions. Select Match to job, Overhead (not job cost) or Not for a job.

Match an invoice in the queue

1. Open Xero invoices under Approvals, or select the Xero queue card on the home screen.
2. Review the Xero number, customer, ex-GST amount, status, date and reference.
3. To find another job, enter at least two characters in Search this customer's jobs. Search by job number or words from the job title. Leave the field blank to return to the suggestions.
4. Select Match to job beside the right suggestion. Suggestions use the same customer, recent completed work, job references and invoice or quote evidence to help you choose. They are suggestions, not automatic links.
5. If the invoice is a retainer, deposit or sundry sale, select Not for a job and enter a short reason.

The queue also shows Job not reconciled when a mapped job-cost line on an issued or paid invoice has no matching recorded cost. Select Link bill for a suggested Xero supplier bill, Add cost to add the missing amount and description from the invoice line, or Not a cost for this job and give a reason. Once the gap is covered or marked, the item leaves the open queue and the action is recorded in the activity history.

When ONYX1 cannot confidently identify the customer, the queue shows the Xero contact's name and Customer to confirm. Choose the correct customer before matching the document to a job.

For an imported quote on the Quotes list, if no eligible customers are available yet, select Create the customer first to open the new-customer form. Not for a job remains available if the quote should not be attached to a job.

The queue includes unmatched invoices and supplier bills pulled in during the last 60 days. Older invoices remain available from their invoice page. Open reconciliation gaps stay in the queue until they are resolved or marked. A linked issued invoice appears on the job's Money card, shows its Xero status, and a paid Xero invoice is included as paid money. If the job is Completed or Ready to invoice, the link can move it forward to Invoiced. It never moves a job backwards.

Link from the document or job

On an invoice or quote page, select Link a job, choose the job and select Link. You can later select Unlink and choose another job. On a job's Money card, select Link a Xero invoice to choose an imported invoice for that customer.

Quotes that are not on a job are tracked by the Not on a job count on the Quotes list. A quote is not placed in the invoice approval queue, but it has the same link and Not for a job actions.

If something goes wrong

• Xero invoices is missing: check that inbound invoice sync is on and the Xero connection is active and confirmed.
• The document is on the wrong job: open it, select Unlink, then link the correct job. The link and unlink are recorded in the activity history.
• The queue does not show an older invoice: the queue is limited to the last 60 days. Open the invoice page to link it manually.
• Supplier bills are not being pulled: check that the Invoices direction includes Xero → ONYX1 and that the connection has been reconnected if Settings → Xero asks for it.
• A job cost is not included: check that the bill is linked to the job and its account code is set to On in the Job cost column in Settings → Xero.