Syncing Katana Sales Orders to Xero as invoices
Katana x Xero integration allows creating invoices in Xero based on Katana Sales Orders with a single click of a button.
When you have connected your Xero account to Katana, you can see a new "Invoice" column in the "Sell" screen in Katana.
Selecting "Create invoice" for a Sales Order will create a matching invoice in Xero. The "Invoice" status will change to "Invoice created Xero".
The value of the transaction will be recorded on the Xero account you selected during the initial connection of Xero to Katana.
Note: Invoicing status cannot be reverted back to "Not invoiced" in Katana. You need to delete the invoice in Xero, which will also revert the status in Katana. Reflecting the status back to Katana might take a few minutes.
Clicking on the status will direct you to the relevant invoice in Xero.
Data between Xero and Katana is matched as follows:
|Sales order #||-||Will not be synced to Xero.|
|-||Invoice number||Invoice number is assigned automatically in Xero based on your Xero settings.|
|Customer||Customer||Customers are matched based on email. Customers that do not exist in Xero are created automatically.|
|Created date||-||The date of creating the sales order in Katana is not synced to Xero.|
|Delivery deadline||-||Does not exist in Xero.|
|-||Invoice date||The date of creating the invoice in Xero.|
|-||Payment term||Payment term data does not exist in Katana. Customer's payment terms are added to the invoice in Xero automatically. If a new customer is created in Xero, then your default Xero payment terms are applied.|
|Line item||Line item||Sales Order line items in Katana will be added as invoice line items in Xero. Products are matched based on SKU. Products that do not exist in Xero are created automatically. Any values of existing products are not overwritten in Xero when products are matched.|
|-||Description||If there is a matching SKU on Xero, Sales Product Description from Xero will be used on the invoice for the line item. If there is no matching SKU or line item sales description in Xero is missing, then Katana's variant name will be imported to the line item description field on the Xero Invoice.|
|Price per unit||Unit price||-|
|Tax %||Tax rate||Assigned to the line item in Xero based on the tax rate mapping defined during the initial connection of Xero to Katana.|
|-||Account||The name of the account where the sales transaction is recorded based on the sales account selected during the initial connection of Xero to Katana.|
All invoices in Xero are created as "Tax exclusive".
You can only delete invoices in Xero.
Either navigate to the "Sales" section in Xero and find the relevant invoice on the list or click on the "Invoice created Xero" status for a specific Sales Order in Katana to open the respective invoice in Xero.
When you delete an invoice in Xero that is created via Katana integration, the "Invoice" status for the related Sales Order is reverted back to "Not invoiced".
Note: It might take up to 15 minutes for the "Invoice" status to update in Katana after deleting the invoice in Xero.