Which order details get passed from Sellar to Xero?
On creation of the invoice…
Sellar will pass along the following order details when creating the invoice:
Line items
The product SKU field from Sellar is used to search for matching product codes in Xero. If you have products set up in Xero, see here for how to map a product. If the product doesn’t exist, Sellar will pass along the product item details and set them in the ‘Description’ field.
The quantity.
The item price as defined on the order in Sellar.
The account either your product or your customer contact is assigned to in Xero. If your product or customer contact hasn’t been assigned an account in Xero, Sellar will assign line items to ‘Sellar Revenue Account’.
VAT rate (can be either 20% or zero depending on your settings in Sellar).
A single line item for any total discount on the order if it exists.
A single line item for any delivery charges.
Invoice issue date.
Payment due date.
Purchase order number - if it exists - is used in the ‘reference’ field in Xero.
And, as mentioned here, the invoice will be linked to a customer contact in Xero.
When the order is updated in Sellar…
Sellar will update the following after the invoice has already been created in Xero:
Payment due date
If this changes after order confirmation in Sellar, the invoice in Xero will be updated to reflect this. This is typically the case if your invoice settings in Sellar are set to issue on dispatch or deliver.
Payment status (optional)
In your Xero settings on Sellar, you have the option to decide if the payment status of Xero invoices should be updated whenever a customer pays for their order by card via Stripe. Select 'Yes' if you wish for Sellar to apply the payment against the Xero invoice and update its status from 'draft' to 'paid'. Select 'No' if you don't want Sellar to apply the payment to Xero.
Revenue accounts
In Xero, you have the option to assign both your products and customer contacts to revenue accounts. Invoice line items are then allocated to revenue accounts as follows:
If Sellar was able to link the product line item with the product setup in Xero, we will use the revenue account assigned to that product when drafting the line item of that invoice.
If a product doesn't have a revenue account explicitly assigned, Sellar will use the revenue account assigned to your customer contact.
If your customer contact hasn't been assigned a revenue account, Sellar will use a falback revenue account we create called "Sellar Revenue Account"
Should Sellar need to create this fallback revenue account, we will look to create it with the next available account code in the range which Xero makes available for us to use - 201 - 259.
