If you have integrated your Xero account to Edify and have the Invoices feature enabled, we will attempt to automatically match invoices with POs (purchase orders) in Edify allowing them to be synced to Xero.
Syncing Invoices to Edify
Edify generates a unique email that gives each customer an invoices mailbox. Any invoices received by that email will be automatically synced to the platform.
Navigate to Orders > Invoices and select the 'Settings' tab. You will find your unique email address on this page.
Copy this and provide it to your suppliers for invoice purposes.
Matching Invoices in Edify
Once an invoice is received in the mailbox it is synced to Edify and will show in the table on the 'All Invoices' tab.
👋 The Invoices page on Edify is not linked to your site selection. This means even if you currently have a specific site selected in the top left dropdown, you will be shown invoices for every site. You can use the filter on the 'Site' column to view a specific sites invoices.
The invoices table shows:
Supplier - which supplier the invoice has come from
Site - the site the invoice is for
Invoice # - the invoice number, if one was included
Invoiced - the date the invoice was received in the mailbox
Subtotal - the value of the invoice exc VAT
VAT - the VAT value of the invoice
Total - the total value of the invoice inc VAT
Status - the current Edify status of the invoice
🚨 Please note: for unmatched orders these details are taken from an AI-reading of your invoice, and so the details may be incorrect. Once the invoice has been matched (either automatically or manually) we will update all values (expect Invoice #) with those from the matched PO and so any errors will be ammended.
Invoice status explained
There are four potential invoice statuses
Review - the invoice has been automatically matched and needs reviewing
Failed - the invoice could not be matched automatically and needs to be manually reviewed and matched.
Matched - the invoice has been manually matched or successfully reviewed after being auto matched
Synced - the order details per the matched PO have been synced to Xero as an invoice
Reviewing automatically matched invoices
When an invoice has the status 'Review' this means it has been automatically matched by Edify but requires reviewing and confirming.
Click the arrow icon by the invoice
Review the details of the automatically matched PO versus the Invoice
If you are happy, click 'Confirm'
Things you may need to look out for include checking the PO is for the right site and that the dates align.
Manually matching invoices
When an invoice was not able to be automatically matched it will have the status 'Failed' and needs to be manually matched.
Click the arrow by the invoice
In the dropdown select the PO this invoice relates to
Review the details of the PO versus the invoice
If you are happy, click 'Confirm'
Handling discrepancies between POs and Invoices
There may be occasions there is a discrepancy between the invoice and the matched PO.
These will be flagged on the invoice page for you to review within the yellow 'Discrepancies' box.
In this example you can see there are two discrepancies which need reviewing.
Common discrepancies
Missing - a product is on the PO but not the invoice, or vice versa
Price - the price of a product is different on the PO to the invoice
Quantity - the quantity of a product is different on the PO to the invoice
What to do if there is a discrepancy
Begin by double checking the correct PO is matched, if there are many discrepancies this could indicate the wrong PO is matched.
Once you are sure the PO is correct you may need to do some investigation into the cause of the discrepancy. Once you have completed this you can:
Adjust the quantity of the product in the PO
Adjust the price of the product in the PO
Add a product to a PO by clicking 'Add Products'
Ignore the discrepancy by clicking 'ignore' within the yellow Discrepancies box
You can always click 'Reset' to revert everything back to how it originally was if you make an error.
Managing Invoices in Xero
Once you have synced your matches to Xero an invoice will be generated in Xero using the matched PO details. This is why it's important to ensure any discrepancies are investigated and amended.
Edify generated invoices will be in 'Draft' status and will need to be 'Approved' in Xero before they can be paid. Please refer to the Xero helpcentre for further guidance on managing invoices in Xero.
Matching Invoices FAQs
I'm not able to find the PO I want to match to in the dropdown
Only POs in Order History are available to match. If you are unable to find a PO in the dropdown this could be due to it not yet being in Order History. Ensure the PO has been confirmed as being delivered. Alternatively the PO may have already been matched to another invoice.
My supplier just provides one invoice for all orders received within a set time frame, can I still match the invoice to the POs in Edify?
If your supplier creates one invoice for multiple orders rather than sending an invoice for each order it will not be possible to match the invoice to all the POs in Edify.
This is because we do not have a way of matching multiple POs to one invoice.
If this happens we would recommend speaking to the supplier and requesting separate invoices. If this is not possible the matching will need to be completed outside of Edify.
My supplier has sent multiple invoices for one order/PO, what should I do?
If your supplier has sent multiple separate invoices for one order (e.g. they deliver half the order and issue an invoice, then deliver the rest of the order at a later date and issue a further invoice) this can be managed in Edify.
Find either invoice in the table to match it to the correct PO - ignore the discrepancies of items missing from the invoice.
Once you sync this to Xero an invoice will be generated that covers both invoices. The second invoice can be ignored.
My supplier sends all my invoices in one email rather than sending each invoice separately, can I still match the invoices to the POs in Edify?
If your supplier sends one email with multiple invoices attached it is still possible to match the invoices to POs in Edify but there are some extra steps you will need to take.
This is because Edify is only able to sync one attachment per email into Edify for matching.
Head into the invoice by clicking the arrow to the right.
Within the invoice page click 'Attachments'
This will bring up a pop up showing you all the attachments sent within the email. The first attachment is the one synced to Edify.
Click the download button
You can now either match the remaining attachments outside of Edify, or you can send the invoices one by one to your unique invoice mailbox. They will then be synced to Edify for matching.
We would recommend speaking to your supplier and requesting only one invoice be attached per email.
I can see an error in the Xero invoice generated by Edify, what do I do?
If you notice an error on the invoice in Xero begin by checking if the Xero invoice details match the PO that was matched in Edify. If they do not match please raise this with our support team.
If the details do match but the PO was matched incorrectly please contact our support team who will "unsync" the match so you can make edits in Edify and resync.
Please note: you will need to delete the incorrect invoice from Xero.
What happens if a supplier accidentally sends an invoice twice?
If a supplier sends an invoice twice the invoice would still sync to the Edify system, however as a PO can only be matched to one invoice the duplicate invoice would move to the "fail" status
What happens if a supplier sends a credit note to the invoices inbox?
If a credit note is sent to your invoice address this will 'sync' to the invoice table but will be in a 'fail' status and it cannot be matched to a PO. You can download the attachment from Edify.
We would recommend requesting suppliers send credit notes either in response to the "credit request" emails they receive, or to your finance team directly.