Documents Send to Xero and Xero Send Options Detailed

In our previous article we outlined the Steps in order to Set up your Xero connection and choose your Xero Send Options. 

This article will repeat those instructions but with Examples from Xero.

1. Open the Profile Menu
   Click on your Profile Dropdown in RAVE to access additional menu options.

2. Select Branch Settings
   Note: If you don’t see this option, you’ll need to contact your Business Owner for the necessary access permissions.

3. Navigate to Xero Settings
   Within Branch Settings, select Xero Settings.

Documents Sent to Xero

Once RAVE is connected to Xero, you can choose which types of documents to send through to Xero.

We recommend enabling only the Invoices and Bills option.
This setting will send the following to Xero:

• Client invoices

• Credit notes

• Supplier bills

• Supplier credit notes

Since all document reconciliation is handled within RAVE, we do not recommend sending Purchase Orders to Xero. These are not used or managed within Xero and will not be sent from Xero either.

This setup helps keep your Xero account clean and ensures consistency between systems.

Send Options

You can now choose which document types you want to have your Project Reference automatically appended to.

For quick reference, we recommend enabling this option for Bills only. When enabled, the Project Reference will be added to the Reference field in Xero, making it easy to identify which job each bill relates to when reviewing in Xero.

You can choose to enable this feature for any of the following document types:

• Purchase Orders

• Invoices

• Bills

• Client Credit Notes

• Supplier Credit Notes

Simply slide the toggle on for any document type you want the Project Reference included with.

Custom Invoice Reference 

On the project page you can use a custom Client Invoice reference as well. This reference will go in the Xero Invoice reference field. If you have both custom Invoice reference and append job number in use, we will add the custom Invoice reference to the Xero Invoice as line 1 on the Invoice 

This is a Client Invoice sent to Xero with the below options in use:  

Append Job Number slid on - 

You can find the Job Number in the Reference Field Sravani Test Project - Contract Name 

Custom Client Invoice Reference -

You can also see the Custom Invoice Reference in  the second box down Xero Ref Test. This field was created in the project edit screen see screen show below

Client Invoice Instruction Box - 

You can also see Test written into Line 1 of the xero invoice. This is from the Instructions box when creating the client invoice. Whatever text is written into that box will be entered into line 1 of the xero invoice. 

This is a second Client Invoice sent to Xero with the below options in use:  

Append Job Number slid off - 

The Job Number has not been inserted in the Reference Field or anywhere on the xero Invoice. 

Custom Client Invoice Reference -

You can see the Custom Invoice Reference in this case has been inserted the reference box with the custom reference being Xero Ref Test. This field was created in the project edit screen see screen show below

Client Invoice Instruction Box -

You can also see Test written into Line 1 of the xero invoice. This is from the Instructions box when creating the client invoice. Whatever text is written into that box will be entered into line 1 of the xero invoice.

If you choose to turn off all the Sliders for Append Job Number and Do not have a custom Client Invoice reference the invoice will send to Xero with No Refence field entered and no extra text on the detailed line table