Once you have enabled the Xero integration, choose your default settings for items and quotes that you will be creating in Xero. You will create new items in Xero when creating a quote or a purchase order.
You can access the Xero settings under "Settings > Integration > Manage Integrations" in the left navigation menu. Click the "Settings" button in the Xero tile.
Xero settings are categorized as follows:
Cloud | Xero |
Item | Item |
Project | Quote |
Invoice | Invoice |
Item
Xero settings will open to the Item tab by default.
Item Code Format
Item code is a required field for items in Xero. You can choose whether to set the code automatically using item fields. When enabled, you will then choose up to three fields and the number of characters for your item code format. For example, the First field = Brand, and the Second field = Model number.
If you choose not to do so, you will need to create an item code for each item manually.
There is a 30-character limit for item codes in Xero.
For every field, you can choose between None, Brand, Model, or Part Number.
You can also choose a separator from the list, or you can manually type in any character you want to use.
Item Name Format
Here, you can set a format for the item name for items that will be created in Xero. The options here are the same as for the item code format.
There is a 50-character limit for item names in Xero.
Map Items
Here you can choose whether you want to track inventory in Xero for products and allowances.
You can also choose which description, short or long, will be used for the purchase and sales description field in Xero.
Quote
On the Quote tab, you can set your default preferences.
Here, you can specify the following for the quotes created in Xero.
Whether to use the short description for items in the Cloud project or to use the Description field, which is essentially the "long description" for the item.
Whether to export "client-supplied items" from the Cloud project to the quote in Xero. This is not common, but you may have a use case for this.
Whether to aggregate the adjustments provided for the Cloud project in the Xero quote or list them separately.
Invoice
On the Invoice tab, you can set your default preferences.
Here, you can specify the following for the invoices created in Xero.
Whether to use the short description for items in the Cloud project or to use the Description field, which is essentially the "long description" for the item.
The code and the name that should appear in the invoice for the truck roll fee and the drive time fee.