Xero 7: Bills from Xero

Bills — the invoices your suppliers send you — are entered and paid in Xero as usual. EPONA reads them so the costs can be allocated to horses and on-charged to their billable parties. The allocation steps are covered in Bills and Bill Allocation.

Available to admins and managers.

When bills come across

• When anyone opens Financials/Bills - EPONA shows "Bill synchronization is in progress. The table will automatically refresh when it's done." It checks at most every 30 seconds; the first check looks back 90 days.
• When the Refresh icon is clicked at the right-hand end of a bill's row - that bill only

What comes across

• Supplier, reference, bill date, due date and amounts
• Each line's description, quantity, unit price and account

Later changes to a bill in Xero update its amounts and status.

Suppliers

A supplier not yet linked to an EPONA contact is added as a new contact, with their name only — so an EPONA contact with the same name that isn't linked ends up duplicated. A linked contact's name is updated from Xero.

Which bills show, and their status

• Bills in draft or awaiting approval in Xero appear in EPONA once they are approved
• Bills voided or deleted in Xero drop out of the list
• Accounting Status shows the bill's status in Xero, including whether it has been paid. Allocation Status shows how much of it has been allocated in EPONA
• If a partly skipped bill changes in Xero, the skip is reset and the bill goes back to Pending

Note - allocations are compared against the bill amount excluding GST.

Nothing goes back to Xero

Allocating a bill creates charges in EPONA only. Nothing is written back to the bill in Xero.