Planufac Xero Integration Guide

This guide provides an overview of managing Purchase Orders (POs), Invoices, and handling integration issues within Planufac when working with Xero. Follow this step-by-step guide to ensure accurate record-keeping and seamless integration.

1. Purchase Orders (POs)

In Planufac, Purchase Orders (POs) are distinct from invoices and designed to capture expense-related transactions, unlike invoices which reflect sales and income.

• Creating POs:
  • You can create POs within Planufac, which will then appear in the dedicated "POs" section in Xero, separate from invoices.
  • POs have the same status options as invoices in Xero (e.g., Awaiting Payment, Paid), but they map to expense accounts rather than income accounts. This differentiation is crucial for accurate financial reporting.
• Accounting for POs:
  • In Xero, POs are treated as expenses, allowing you to attribute the line items on the PO directly to cost accounts (e.g., cost of goods, direct costs, and overheads). This is key to maintaining clarity in income versus expenses on your financial statements.
  • To convert a PO into a bill-to-pay or create an invoice, use the “Copy-to” option in the top right of the PO screen in Xero. This functionality allows for easy conversion once the PO has been fulfilled.
• Reconciliation:
  • Planufac automatically pushes PO data to Xero. Once the PO is fulfilled in Xero, you can use Xero’s tools to generate an invoice (PI) directly from the original PO, retaining all relevant line items with correct expense attribution.

2. Invoices

Invoices in Planufac reflect revenue, categorised under the income account in Xero.

• Invoice Creation and Statuses:
  • Invoices created in Planufac are synchronised with Xero, and statuses (Paid/Unpaid) are updated to reflect accurately across both platforms.
  • Xero status updates on invoices will be mirrored in Planufac as well.
• Credit Notes:
  • Planufac supports credit notes, which are also pushed to Xero and integrated with the invoice and PO flow.

3. Xero Integration Details

Planufac integrates with Xero to ensure accurate, one-way data flow, pushing critical data into Xero without retrieving it back into Planufac. Here’s an outline of the integration process:

Push Operations:

1. Invoices: All invoices created in Planufac are pushed to Xero.
2. Credit Notes: Similarly, credit notes generated in Planufac are sent to Xero for streamlined account reconciliation.

Update Operations:

1. Contacts: Contact details are updated in Xero when modified in Planufac, maintaining consistency across customer information.

4. VAT Code Usage

Correct VAT code usage is essential for ensuring compliance and accurate tax reporting. Planufac and Xero require specific VAT codes depending on the type of transaction:

• Sales Orders and Invoices: Use the "Income VAT" codes for all revenue-related transactions.
• Purchase Orders (POs): Use the "Expense VAT" codes for all expense-related transactions.

5. Error Handling

Planufac includes a mechanism to handle integration errors effectively:

• Error Notifications:
  • If an error occurs (e.g., an invoice fails to push to Xero), a notification will be sent to the Administrator via email. This approach ensures that no error goes unnoticed, allowing for prompt resolution.
• Invoice Status:
  • Invoice status updates from Planufac to Xero are set to “Draft” by default to allow for final review in Xero before publishing.