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 your customer contact is assigned to in Xero. If a 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
If you chose to issue a pro-forma card payment request on Sellar, the invoice on Xero will be marked as paid when you confirm the order in Sellar (after the customer has paid by card).
A note on revenue accounts
Update: 21/11/23
Sellar will now assign each line item to the account you have assigned to your customer contact in Xero. If a customer contact hasn’t been assigned an account, Sellar will assign each line item on their invoice to Sellar Revenue Account.
Upon creating the first invoice via the integration for a customer contact who doesn’t have an account explicitly assigned, Sellar will look at your revenue account codes starting at 200 and ascend through them to find the next available code. Xero makes account codes in the range 201 - 259 free to use for sales. You may already have your own custom revenue accounts set up, so you may see ‘Sellar Revenue Account’ assign code 201, 202, 203, or whichever the next available code is.
