How to import sales invoices into Xero

This is a series of posts that talks about how to use the sales import function in Xero and some of its limitations.

Sales are Captured In Other Platforms/Systems

We have been using Xero for many years and one of the features that we really love about Xero is the ability to import almost any type of information in. This reduces errors, improves accuracy and saves a lot of time. One of the most commonly used importation function will be for the recording of sales. This is because although Xero provides a basic invoicing system, most business will opt for something more specialized to their needs. For example, most Food & Beverages (F&B) business will use a Point-of-Sales (POS) system to help them to manage the tables, seating and recording the various methods of payment and sending orders to the kitchen.

Simpify recording by batching records

Each day, the number of sales may come up to hundreds or even thousands. If they have to enter in the sales one by one into Xero, it would be an issue. A common practice to reduce the amount of work will be to do batch recording by day. Only one sales invoice will need to be created for each day. However, the complexity may add up when the sales have to be split by payment methods (credit cards, cash), the category (food or drinks) or by location (dine in or delivery) for better analysis of marketing efforts or to deduce trends. Most small business owners or managers will compromise and not separate out the amounts for simplicity.

Using the Sales Import File

Using the sales import file makes it much easier to input sales into Xero.

Step 1: Go under Business in the drop-down menu and click on “INVOICES”. Click on the IMPORT button at the top of the screen. Click on the “Download template file” to download the sales import template.

Step 1

Step 2: Open up the csv file, you will see that there are numerous columns. However, to import sales you will only need to fill in those columns that are mandatory as identified by an asterisk in the header of the column. The mandatory columns are:

  • ContactName
  • InvoiceDate
  • DueDate
  • Description
  • Quantity
  • UnitAmount
  • AccountCode
  • TaxType
  • Step 2

    Step 3: Copy and paste the information from your POS or sales report into the Xero import template

    Step 4: Upload the file into Xero. Choose the option whether to update the contact address details and if figures are inclusive/exclusive of tax.

    Step 4

    Common Mistakes

    1. Make sure that the dates are in the correct format depending on your version of Xero. The United States version will use a different format from the International format.
    2. The amounts have to be formatted as “General” if you are using excel.
    3. For the General Ledger (GL) column, have to ensure that only the GL code is entered in and not the description.

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