Objective:
To convert a cost within a Drum project to a purchase order and a bill in Xero for seamless integration and accounting purposes.
Key Steps:
Access the project page in Drum and navigate to the cost tab.
Select an existing cost or add a new cost to the project.
Allocate an account to line items with quantity and price for integration with Xero.
Change the status of the cost to one of the Xero statuses (e.g., awaiting approval).
Click on the check to integrate the cost with Xero and generate a purchase order number.
View the purchase order in Xero to confirm integration.
Click on "Convert to Xero Bill" button in Drum to change the purchase order status to billed in Xero.
Choose an issue date and due date for the bill in Drum.
Click on "Create Bill" to generate the bill in Xero.
View the bill on Xero to verify the status and details.
Optionally, change the bill status in Drum to reflect changes in Xero.
Refresh the page in Xero to see updated status and changes.
Cautionary Notes:
Ensure that the purchase order already exists in Xero before converting it to a bill.
Avoid adding new line items to a bill in Xero unless intending for them to reflect in Drum as well.
Be cautious when changing statuses or making edits, as they will reflect in both Drum and Xero.
Tips for Efficiency:
Familiarize yourself with the Xero statuses and their implications for integration.
Double-check issue dates and due dates to ensure accurate billing.
Use the live chat function or email support for any questions or assistance with the process.
By following these steps, you can effectively convert a cost to a purchase order and zero bill in Drum, ensuring smooth integration with Xero for accounting and financial management.