Using a new software or a platform can be daunting at times, so we’ll be introducing a monthly blog series – Xero Tips and Tricks, to help you understand how Xero can help your business, and how you can utilize Xero more efficiently.
Have you ever been asked to find the original copy of an invoice or expense receipt and spent hours trawling though filing cabinets and boxes of paper? Or struggled to find that one invoice that was attached to an email somewhere in your bloated inbox? How would you like to never lose your invoices again?
For the month of September, we’ll be sharing how to scan documents onto Xero, so that lost invoices and heavy stacks of papers can become a thing of the past in a few simple steps.
Step 1: Check your documents
1) File size must be less than 25MB
2) File types that you can upload. You can upload most standard file types into Xero. You can’t upload executable, audio or video files. File types you can upload
3) Check your access. Your user role determines your access to the files.
4) Documents you should scan:
a. Scan or take a picture of supplier, sales, receipts and other documents received/ issued.
b. Cross reference sales invoices against bank statements. You may reference it with your own coding or simply use the invoice number as the reference on the bank statement. E.g. SP Services has no invoice number, just the billing month. You can reference it SP0916 (Supplier name, month,year)
c. Sales invoices and receipts
Step 2: Upload a file into the library
1) From the header, click the “File” icon
2) Drag and drop one or more files from your folders onto the file screen, then click “Upload”. Yes, we couldn’t believe how easy it was when we first did it too!
3) Once you’ve uploaded files to the library, you can attach them to a transaction or item. 4) Or simply email the scanned document to the email address found at the top right hand corner and attach them to a transaction or item.
5) You can create folders to segregate supplier, sales, receipts and other scanned documents.
Step 3: Directly attach an invoice to a transaction, item or account.
You can upload files to invoices, quotes, bills, expense receipts, manual journals, inventory items, your contacts, and accounts in your chart of accounts.
1) Open your transaction or item. Click the account balance in the YTD column to open an account in your chart of accounts.
2) Upload one or more files:
Locate the files you’ve saved to your computer and drag them into the Xero screen.
Click the file attachment icon and Upload files, then browse and attach your files
And there you have it, lost/misplaced invoice will never be a problem again. Other Xero Tips and Tricks coming soon, so watch this space!
For more information, please visit our About Xero page.