The Katana to Xero integration allows creating invoices in Xero based on Katana Sales orders (SO) with a single click of a button.
Invoicing
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 SO 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.
If you are doing business in multiple currencies then Katana will also include the currency of the order when creating invoices in Xero. Read more about Xero and multi-currency here.
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.
NOTE: Including shipping fees on Xero invoices is not yet supported.
Clicking on the status will direct you to the relevant invoice in Xero.
Invoicing status
SOs have three invoicing statuses — grey Not invoiced, green Invoiced, or yellow Partially invoiced. Once all SO rows are invoiced. the status will change to Invoiced.
Data between Xero and Katana is matched as follows:
Katana | Xero | Comments |
Sales order # | Reference | Katana SO number is sent to Reference field on the invoice created in 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. |
Bill to | - | Invoices do not have addresses in Xero. Addresses are always by default linked to Xero's customer address. Billing address = Xero Postal address. Generating an invoice from Katana will not update customer address in Xero. |
Ship to | - | Invoices do not have addresses in Xero. Addresses are always by default linked to Xero's customer address. Shipping address = Xero Street Address. Generating an invoice from Katana will not update customer address in Xero. |
Created date | Invoice date | SO created date in Katana is used as the Invoice date in Xero (not the date when the invoice is created). |
Delivery deadline | - | Does not exist 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 | SO 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. |
Quantity | Qty | - |
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. |
Currency | Currency | Standard, Professional, and Professional Plus plans only. Read more here. |
Discount | Discount | Line item discount is sent to Xero as a flat amount (instead of percentage) in the order's currency |
All invoices in Xero are created as "Tax exclusive".
Deleting invoices
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 SO 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 SO 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.