Purchasing: bills into Xero or QuickBooks, and reports

Where approved bills go to Xero or QuickBooks, and the reports that show if your spending rules are working.

What's in this video

1. Once a supplier's bill is approved, it can go straight into your accounts, so nobody types it twice. And two figures on Reports tell you whether your spending rules are working. Start in Purchasing settings.
2. Purchasing has no accounts connection of its own. Under Connections, it tells you: approved bills go to Xero or QuickBooks through the connection your company already has, in Governance, Accounting.
3. Connecting it needs Governance access. Open the Governance workspace, and click Accounting.
4. Here, Xero is already connected for Ashgrove's invoices, so there's nothing more to do. If Xero and QuickBooks were both connected, bills would go to Xero.
5. From now on, each bill approved for payment goes across by itself, as a bill from that supplier, with its lines and VAT rates. Back in Purchasing, open Bills.
6. Approved bills are under Ready to pay. If nothing is connected, they simply wait there, so nothing is lost.
7. A common mistake is expecting a bill to go across before it's approved. Bills still being checked, like these two from Kestrel Mechanical, stay under To deal with until they agree with the order, or someone accepts them.
8. Now the reports. Click Reports, under Set up.
9. At the top: how much was ordered, and the supplier bills approved. Then the two figures that matter: requests approved by your rules, and bills checked with no one touching them.
10. If very few requests go through by your rules, your automatic amount is probably too low. If lots of bills need a look, check your allowed differences, or talk to the supplier.
11. Below: what you ordered from each supplier, and in each month this year. Choose This month, Last 3 months, or This year, at the top.
12. Budgets is its own page. Each budget shows what's on order against it, what's been billed, and what's left.
13. So: connect once, in Governance, Accounting. Approved bills go across by themselves. And each month, look at those two figures on Reports.