Importing Purchase Orders from Xero

⏱️ 2 minute read

Importing Purchase Orders using Forecast's Xero integration enables you to turn actual purchases into project costs. Purchase orders represent real or committed spending. By importing them into Forecast, purchases are converted into project-specific expenses and assigned to their corresponding phase, allowing you to track what's truly being spent and ensure your budget remains accurate and on track.

This article covers:

• Importing Purchase Orders

Importing Purchase Orders

Once the integration is connected, you can import Purchase Orders into Forecast to create project expenses. Importing purchase orders from Xero helps maintain your project's budget and reflect actual project costs. 

To import purchase orders from Xero

1. Click Projects in the navigation ribbon.
2. Select All Projects from the dropdown.
3. Open the project you are working with.
4. Click Financials in the left side panel.
5. Select Expenses.
6. Click Import from Xero.
7. Select the Purchase Order from the dropdown.
   
8. Click Create Expense.
   
9. Complete the New Expense Item form.
   • Expense Name: Defaults to the purchase order ID from Xero. Update as needed.
   • Date: Date the purchase order was raised in Xero.
   • Category: Select the category for the expense.
   • Project: Defaults to the project where the purchase order was imported.
   • Person: The user importing the purchase order.
   • Phase: Assign the project phase for the expense.
   • Quantity: Defaults to 1.
   • Unit Cost: The total of the purchase order from Xero.
     
   • Billing Options: Select Billable or Non-billable.
     • Billable: This expense will contribute to costs and revenue. Enter a markup percentage or a unit price.
     • Non-billable: This expense will contribute to costs but not revenue.
       
   • Other Expense Options: Identify if the expense is planned and/or approved.
     • This expense is planned
     • This expense is approved. If the purchase order is approved in Xero, this selection will be marked by default.
   • Notes: Displays Delivery Instructions from the purchase order. Add additional notes or update as needed. 
     
10. Click Add.
11. The expense is created and appears on the Approved or Unapproved tab depending on the Billing Option selected. 
     

Related Articles

• Xero Integration Resources
• Connecting the Xero for Forecast Integration
• Syncing Xero Clients with Forecast
• Exporting Invoices to Xero