Sending a Purchase Order (PO) to Xero lets your accountant see what you've committed to buy without anyone re-entering it. Hoops creates a matching Purchase Order in Xero for your Vendor, with the priced items and your delivery details, and keeps it up to date when you make changes.
This is separate from sending the Purchase Order to your Vendor. Sending to Xero records the order in your accounting system. It doesn't contact the Vendor, so you still send the Purchase Order to your Vendor yourself. See Send a Purchase Order to a Vendor.
This article shows you what you need before you start, how to send a Purchase Order, and what happens when you change it afterwards.
Before you start
Hoops must be connected to Xero. See Connect Hoops to Xero.
In the Xero settings in Hoops (Settings > Integrations), choose the Expense Account that Purchase Order lines should use in Xero, and set up your tax settings. Hoops uses the Expense Account for each line and your Default Xero Expense Tax, or the Hoops Tax Rate to Xero Tax Type mapping you've set up, for the tax. Expense accounts and tax options come from your Xero organization. See Configure Xero Settings.
Only one accounting system can be connected to Hoops at a time.
Send a Purchase Order
Go to Purchasing and select the Purchase Order number.
Select ACTIONS, then Send to Xero. You can also open Actions on the Purchasing Board row.
Hoops confirms that the Purchase Order was sent. If you've already sent it once, the menu option reads Resend to Xero.
What Hoops sends to Xero
In Xero | Where it comes from |
Contact | The Vendor on the Purchase Order. Hoops reuses the contact it created for that Vendor before. If there isn't one, it looks for a contact with the same name, then the same email address, and creates a contact if it can't find one. |
Purchase Order number | H- followed by the Hoops Purchase Order number, for example H-12. |
Reference | The Purchase Order Reference. |
Lines | Each product, decoration, and additional cost with a quantity and a price. Each line has the quantity, the unit price, your Xero Expense Account, a tax type, and a description that combines the item description, color, size, and position. |
Delivery address and contact details | The shipping address on the Purchase Order, the person it's for (the address's attention name, or the Purchase Order owner), and a phone number. |
Only priced lines are sent. Lines without a price, such as blank garments listed for reference on a decorator's Purchase Order, stay in Hoops and aren't sent to Xero.
Purchase Order Notes and the Deadline aren't currently sent to Xero. They stay in Hoops, so check them there.
Check the result
If Xero is connected, the Purchasing Board has a Xero Status column.
A green status shows the Xero Purchase Order number, or Sent to Accounts. Point to it to see the PO Number and the Date Last Sent.
A red status means the Purchase Order couldn't be sent. Point to it to read the error, fix the problem, and select Resend now.
For how this relates to the other Purchasing statuses, see Understanding Purchase Order Status.
Change a Purchase Order after sending it
After you've sent a Purchase Order to Xero once, Hoops keeps it up to date. When you change something that matters to Xero, Hoops sends the update for you and updates the same Purchase Order in Xero. This includes changes to:
quantities, prices, descriptions, colors, sizes, and tax;
the Vendor, reference, or owner;
the billing or shipping address;
the totals.
For example, you use Partial Order to order less than the full quantity of a line. The Purchase Order in Xero is updated to match the new quantity and amount. See Purchase Order Ordering Actions.
Marking items as ordered or received doesn't change anything Xero stores, such as the amounts, so it doesn't necessarily send an update. You can also send the latest version yourself at any time with Resend to Xero. To change a Purchase Order, see Create and Edit a Purchase Order.