For Xero and QuickBooks Online data sources, many times it requires that invoice and other transactions may need to periodically be manually entered, edited or organized.
There are things that you can do to code your invoices properly to automate this process, here are best practices for Xero and QuickBooks Online.
When manual entry is needed, you will need to login to SaaSync and then select Manage Data. The four tabs in Manage Data are:
After going to Manage Data, one of the tabs you can select is Products. You will only need to visit this tab upon connecting your data source the first time, or upon adding new products/items in Xero or QBO.
From this tab, it's important to identify the items that are always one-time items. For each item, enable the one-time toggle if the items is always a one time thing.
In the figure below, item 27 is selected as always being a one-time item.
If there are records that require manual entry, the Records tab will have an indicator with the number of line items that need entered. From Manage Data select Records.
Each invoice line item that requires manual entry is displayed here under the filter Pending. For each line item (invoice, credit note, or sales receipt may be present) you need to enter the product, quantity, if the item is prorated, the subscription, and the service periods. The product and quantity will default in from the invoice if that data was entered in the billing system.
This will default in with the product or item that is on the invoice - if entered in the billing system. This would be something like "Gold Plan" or the items that you sell.
If the invoice item is prorated, select the box. A prorated invoice would be an invoice for a subscription item that is for a portion of the already paid up service period. For example, if a customer adds seats / removes seats you would issue an invoice for the remainder of the service period for the prorated portion.
The subscription usually corresponds to the product and service period length. If the item is one-time, you can select that. Other wise, you will either need to select the subscription (if it already exists) that corresponds with the product and duration, or create a new one of it doesn't already exist.
This needs entered for subscription based line items only. The beginning and ending service periods are the start and end date that the line item covers. So for example, if the subscription is for a monthly plan that starts on the 5th of January, the start date (also known as the anchor date) for the subscription will be January 5th to February 4th. The following invoice would be from February 5th to March 4th, and so on.
Because Xero and QBO don't have the concept of subscriptions natively, they also don't have a way of recording when a customer subscription has cancelled. SaaSync will display on the Subscriptions tab an indicator of the number of subscriptions that we believe to possibly be past due. A subscription is deemed as past due if it's either unpaid beyond the due date, or a new invoice was not issued beyond the end of the service period of the last invoice.
There are two ways to manage this in SaaSync, one is manually cancel subscriptions and the other is using an automated cancellation feature in SaaSync. Both of these methods are covered in detail here for Xero and here for QuickBooks Online.
Sometimes it's helpful to visually see all of the invoice line items for a single customer, at one time. It allows you to see the progression of subscription items, as well as possible places that you have large gaps in service periods or even overlaps in service periods.
In the Customers tab, we display a visual representation of the invoice line items on a time line, along with the ability to enter, edit, and organize invoice line items. Additionally from this screen, you can also cancel subscriptions manually.
The timeline is a visual representation of all invoice, Sales Receipt, and Credit Note line items for a single customer. One time items will display as a diamond, and items with a service period will display as a bar.
Pending line items will display at the top as they need to be addressed. Clicking on the Record ID will take you down to Records where you are able to enter or edit a given line item details. Hovering over the symbol will display a tooltip with more information about the transaction.
Black symbols represent PAID line items.
Red symbols represent UNPAID line items.
Orange symbols represent CREDIT NOTES.
♦ Diamonds represent ONE-TIME, PENDING, and IGNORED line items.
▬ Bars represent SUBSCRIPTION items with a service period.
In subscriptions you can see a list of all of the subscriptions that exist for a customer along with their status. Clicking on the gear icon will allow you the ability to cancel or edit cancellation dates for a subscription.
Each line item (invoice, sales receipt, or credit note) for the customer will display here. Those that have a SYNCED bubble have already been processed. Those that have an IGNORED bubble were manually ignored by someone in your account, and those that are PENDING required manual entry by someone in your account. You can filter down to display ALL, PENDING only, or COMPLETED only.
These PENDING transactions need to be process just as you would if you were processing records from the Records tab.
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