Xero Interface - FAQs
Once the Workflowmax to Xero interface has been set up, information can be sent either way between your WorkflowMax account and your Xero account.
When an invoice is approved in WorkflowMax it is exported as a draft invoice to Xero (Business > Invoices > Draft), by default.
If the checkbox Mark invoices as approved in Xero? is selected in the Xero interface settings screen, approved WorkflowMax invoices are exported to Xero (Business > Invoices > Awaiting Payment) as approved.
When a payment is received for a WorkflowMax invoice that has:
- been exported to Xero, and
- been marked as paid in Xero, or
- had payment applied in Xero,
the payment will import against the original invoice in WorkflowMax, by default.
If you don't want payments to be imported for Workflowmax invoices, deselect the checkbox Automatically import payments applied to invoices in Xero? in the Xero interface settings screen.
Details of any overpayments or prepayments that you have applied to your WorkflowMax invoices in Xero are automatically imported back into WorkflowMax along with any other payments and credit notes. Each payment shows as a line item on the Invoice Information tab in WorkflowMax, with further details available on the Payments tab.
When goods (that were supplied against a purchase order) are received, you can receipt the purchase order in order to approve payment of the supplier's invoice. The purchase order receipt is exported to Xero (Business > Purchase orders > Draft) as a draft Bill, by default.
If the checkbox Mark receipts as Approved in Xero? is selected in the Xero interface settings screen, approved WorkflowMax purchase order receipts are exported to Xero (Business > Purchase orders > Approved) as approved.
Imports during and after free trial (Xero WFM)
During the WorkflowMax free trial period, client and contact person information can be imported directly into WorkflowMax from Xero. After the import has been completed, any subsequent additions or changes to clients and contact persons in Xero will not flow back into WorkflowMax. After the free trial period, if you want to import further client or contact details from Xero, you will need to export them from Xero and the use the generic client import feature to import CSVComma Separated Value. A type of text file that you can use to import data into WorkflowMax from other applications. You can also export data from WorkflowMax data tables into CSV format. data into WorkflowMax.
Changes you make to client or contact person information in WorkflowMax will flow directly from WorkflowMax to Xero (depending on the Clients and Suppliers and Contact Person Xero interface settings), but never the other way around. Therefore, if you want to keep clients and contacts
What does the error message "The TaxType code 'OUTPUT2' cannot be used with account code 'xxx'" mean?
The error message shown above arises during the export of an approved invoice to Xero, where account 'xxx' is the number of an expense account in Xero, rather than a revenue account.
When setting up the WorkflowMax to Xero interface, you need to specify the default cost of sale account in Xero to use for expenses. Similarly, when adding a cost in WorkflowMax, you can specify a cost of sale account in Xero to use for that cost (this will override the default account). In both cases, the account you are mapping to in Xero must be an expense account.
- All task and cost lines are 'sales' and are therefore mapped to revenue (income) accounts in Xero.
- Discounts or credits, which are processed as 'negative costs' in WorkflowMax must therefore be mapped to an income account, NOT to an expense or cost of sales account.
- All purchases are mapped to an expense account (or cost of sales accounts).
- Incorrect mapping of accounts will result in an error message similar to:
Invoice export to Xero completed with errors.
- The TaxType code 'OUTPUT2' cannot be used with account code '449'. [449 is an expense account but a revenue account should have been used]