Import Purchase Orders into Xero fast and easy, using Business Importer.

How to import Purchase Orders into Xero with Business Importer in 5 simple steps

To import Purchase Orders into Xero, please, follow 5 simple steps:

1. Sign in to Business Importer and connect it to Xero.

Connect Business Importer and Xero go to:

Accounts – Add company – Xero

2. Go to Import tab. Upload your Excel file or paste the DropBox or Google.Drive link. Click on the Next button.

 

3. Choose the list in your Excel, which contains Purchase Orders you want to import into Xero. Click on the Next button.

4. Select Company (you want to import to) and Entity (Purchase Orders), and create mapping – connect Xero labels* to Your Labels**. Press the Next button.

*Xero labels – Xero fields in Purchase Orders that are required to be filled in.

**Your labels – your spreadsheet columns containing all information on Purchase Orders you want to import into Xero.

5. Review* if the information is entered correctly and click on the Next button.

*Correct data if necessary – on this stage you can manually change data in the columns you are going to import into Xero.

Your import is in process. Don’t wait until it’s done – you will be notified by e-mail.

Check out your Purchase Orders import into Xero result in your e-mail or in the Scheduled imports tab.

Or check out the results  at your Xero account.

How-to Guide – How to import Purchase Orders into Xero

Find a detailed How-to guide in Business Importer. It will help you prepare your spreadsheets that contain Purchase Orders, Invoices, Bills, Manual Journals, Bank Transactions, Receipts, Credit Notes, etc. you want to import into Xero.

 

Xero Field	Business Importer Name	Description	Example
Contact ID	Contact name Contact ID	You need to provide the ContactID or ContactNumber of an existing contact.	4f8dbc9b-889f-44d7-b263-d99f14ccf6f7
Delivery Attention	Delivery attention	The person that the delivery is going to	Bill Green
Currency Code	Currency Code	3 letter alpha code for the currency. Example: USD, NZD, EUR, etc.	USD
Currency Rate	Currency Rate	Exchange rate to base currency when money is spent or received. e.g. 0.7500 Only used for bank transactions in non base currency.	USD
Date	Date	Date format: dd/MM/yyyy, e.g. 20/05/2015.You can change it on Settings page.	20/05/2015
Delivery Address	Delivery address	The address the goods are to be delivered to	Cuba Street, 1, Wellington
Delivery Date	Delivery date	Date format: dd/MM/yyyy, e.g. 20/05/2015.You can change it on Settings page. Date the goods are to be delivered.	20/05/2015
Delivery Instructions	Delivery instructions	A free text feild for instructions (500 characters max)	Receive confirmation
Expected Arrival Date	Expected arrival date	Date format: dd/MM/yyyy, e.g. 20/05/2015.You can change it on Settings page. The date the goods are expected to arrive.	20/05/2015
Amount Types	Amounts are	Line amounts are exclusive of tax by default if you don’t specify this element. Valid values: Exclusive, Inclusive, NoTax.	Exclusive
Purchase Order Number	Purchase Order number	Unique alpha numeric code identifying purchase order (when missing will auto-generate from your Organisation Invoice Settings)	PO-001
Reference	Reference	Additional reference number	1234-5678-999
Sent To Contact	Sent to contact	Define whether the purchase order should be marked as “sent”. This can be set only on purchase orders that have been approved or billed. Valid values: true or false.	true
Status	Status	Valid values: DRAFT, SUBMITTED, AUTHORISED, BILLED, DELETED.	AUTHORISED
Delivery Telephone	Delivery telephone	The phone number for the person accepting the delivery	5678935
Line	Line: Account Code	Alpha numeric account code e.g 200 or SALES	200
	Line: Description	Free form text description of the line item that appears in the printed record. Maximum of 4000 chars.	Golf balls – white 3 pack.
	Line: Discount rate	Percentage discount being applied to a line item	15
	Line: Item Code	The Xero generated identifier for a LineItem.	GB3-White
	Line: Quantity	Number of items for the line.	3
	Line: Tax Type	Used as an override if the default Tax Code for the selected is not correct. Valid values: INPUT, NONE, OUTPUT, GSTONIMPORTS.	INPUT
	Line: Region	Optional Tracking Category.	297c2dc5-cc47-4afd-8ec8-74990b8761e9
	Line: Unit price	Unit price of the subject item as referenced by ItemRef.	100.00

Check out the Purchase Orders’ import results

There are 5 types of import results.

Errors in the Purchase Orders import into Xero

The most common errors and the ways to solve them.
There are 4 the most common errors made by our clients when they import Purchase Orders into Xero. To prevent this happening, we have reviewed all of them and given solutions below.

Problem	Error occurs	Solution	Correct example
Invalid Account Code	Account code ‘500’ is not a valid code for this document.	Please, provide valid account code for Purchase Order.	090
No AccountCode provided	The AccountCode field is mandatory.	Please, provide AccountCode for your Purchase Order.	090
Invalid Contact ID (or Number)	Unknown contact details.	Please, provide a valid ContactID or Contact Number.	39efa556-8dda-4c81-83d3-a631e59eb6d3
A Purchase Order with the same number has been already created in your Xero account.	Order number must be unique.	If you provided the Purchase Order number that has been already used, please, provid a unique Purchase Order number.	PO-002

 

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Just leave us a message, call us on (469) 629-7891 or write to support@cloudbusinesshq.com.