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How to use Xero Tracked Inventory 🧮
How to use Xero Tracked Inventory 🧮
Josh avatar
Written by Josh
Updated over a week ago

💡FAST FACT

If you need to edit a completed job, doing this in Invoice Assist and resending will result in the stock quantities being accounted for in Xero automatically.

EXAMPLE: If you originally tracked a quantity of 10 but edited the completed job to increase this quantity to 12, the additional 2 items will be accounted for in the Xero stock control.

Requirements 📋

  • Items must exist in Xero

  • The product 'Part Number' in Invoice Assist must match the 'Item Code' in Xero

  • Tracked Inventory setting in Invoice Assist enabled

  • When finalising a job in Invoice Assist, the invoice style must be 'Detailed'

    • See here for how to make this your default setting.

How to Configure Invoice Assist ⚙️

If you haven't connected your Xero account, you can see here.

  1. Enter the SETTINGS section of the mobile app.

  2. Select GENERAL followed by INTEGRATIONS.

  3. Select XERO from our list of integrations.

  4. Enabled the TRACKED INVENTORY feature and click PROCEED

  5. Click SAVE

  6. That's it! The configuration is done. If the above requirements are met, invoices sent to Xero will now automatically adjust the stock quantities.

Diagnosing Errors ⚠️

Error

Meaning

Resolution

  • For the product mentioned in the error message, the quantity tracked in this Invoice Assist job exceeds the stock holding in Xero.

There are a few options here:

  1. Check the actual quantity on hand and update the stock holding in Xero, then send the invoice.

  2. On this job, navigate to 'Tracked Items', locate the product causing the error and remove the part number. This will allow the invoice to be sent. It is recommended that you then check the actual quantity on hand and update the Xero stock holding.

  • For the part number mentioned in the error message, the item does not exist in Xero.

There are a few options here:

  1. Add the item to Xero or update the part number to an item that is already in Xero.

  2. On this job, navigate to 'Tracked Items', locate the product causing the error and remove the part number. This will allow the invoice to be sent. If you need to the stock holding for the problem product, the item should be added to xero.

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