Xero Purchases Settings

The Purchases tab of your Xero integration controls how Qoblex posts supplier bills and bill payments to Xero: which ledger account each bill line uses, how separate expense charges are coded, whether bills sync in their original currency, what status new bills are created with, and how supplier payments move between the two systems.

This article explains each field on the Purchases tab, what it changes about the bills and payments Qoblex sends to Xero, and how to read the sync notifications afterwards. After reading it you will be able to set up purchase posting with your accounting owner and know what to check when a bill or payment lands on the wrong account.

Opening the Purchases tab

1. Go to Integrations.
2. Open Xero.
3. Select the Purchases tab.

The Purchases tab only appears after the Xero integration is installed and connected. Configure it together with the accounting owner who controls your Xero chart of accounts.

The tab is laid out in two parts: a Purchases section for how bills are posted, and a Payments section for how bill payments are handled. A Save changes button at the bottom of the page saves the whole Xero configuration.

Fields on the Purchases tab

Purchases (ledger account)

The ledger account selected next to the Purchases heading is the default account code Qoblex applies to each bill line it sends to Xero. Every purchase order item (and any non-expense landed cost) on the bill is posted to this account. (Item-level purchase override rules are not currently available on the Purchases tab; only the payment override rules under the Payments section apply.)

Important: A purchases ledger account is required. If it is left blank, Qoblex shows “Ledger account is required” and will not save the settings.

Expenses Account

Use the Expenses Account for charges that are recorded separately and are not apportioned to an item’s landed cost — for example travel, training, or internal admin costs. Freight, duty, or insurance that should be spread across the items follows the landed-cost process and stays on the purchases account instead.

Qoblex applies this account to any landed cost on the bill whose type is an expense. If a bill has such an expense line and no Expenses Account is configured, that bill fails to sync and Qoblex shows the message “Bill number failed to sync to Xero” followed by “No rule found for Expenses Landing Cost. Make sure to configure your expense account in Xero Integration settings.”

Important: An Expenses Account is required. If it is left blank, Qoblex shows “This field is required” and will not save the settings.

Sync bills in presentment currency

Turn on Sync bills in presentment currency to sync purchase data in the original bill currency instead of the Qoblex base currency. When it is on, Qoblex sends the bill in the supplier’s currency with its exchange rate; when it is off, Qoblex converts the bill to the company base currency before sending it to Xero.

This option is off for a new configuration. Turn it on when suppliers bill in foreign currencies and the accounting team wants Xero to keep the original currency; leave it off when purchase values should appear in Xero in the base currency.

Sync Document Status

Sync Document Status sets the status Qoblex uses when it creates or updates a bill in Xero. The choices are:

• Draft
• Authorized
• Submitted

This status is applied to bills that are not in draft in Qoblex. A bill that is still a draft in Qoblex is always sent to Xero as a draft, regardless of this setting.

Important: A bill sync status is required. If it is left blank, Qoblex shows “This field is required” and will not save the settings.

Choose the status that matches the accounting team’s review process. If bills should be reviewed inside Xero before they are approved, do not select Authorized without the accounting team’s agreement.

Payments

Bill payments default account

The account selected next to the Payments heading is the default account code used for bill payments synced with Xero. Qoblex uses it for every bill payment unless a payment override rule applies.

Important: A default bank account for bill payments is required. If it is left blank, Qoblex shows “Bank account is required” and will not save the settings.

Two way payment sync

Turn on Two way payment sync to enable two-way payment sync between Xero and Qoblex. When it is on, payments recorded against a bill in Xero are pulled back into Qoblex, and payments removed in Xero are removed from the matching bill in Qoblex (Qoblex shows “Payment removed for Order …” when that happens). When it is off, Qoblex only sends its own bill payments to Xero.

Before enabling two-way payment sync, confirm with the accounting team which system is the source of truth for supplier payments, so payments are not entered in both places.

Payment override rules

Below the Payments section you can add override rules for payments. Each rule decides where a matching bill payment posts:

• Set ledger account to — the Xero account the payment posts to (this is the bank/clearing account in Xero, identified by its account code).
• Set tracking category to — an optional Xero tracking category to tag the payment.

Rules are evaluated in priority order, so keep specific rules above broad ones. A rule whose result is “do not sync” stops the matching payment from syncing.

After changing payment rules, save the settings and review the next synced payment before relying on the setup for a larger batch.

What you see after saving and syncing

• When a bill syncs, Qoblex shows “Bill number synced to Xero.” with a Click to view in Xero link that opens the bill in Xero.
• If a bill has items with no tax class, Qoblex shows “Bill number has items without tax class. The bill will not sync to Xero” and skips it.
• If your purchases or rules are set to do-not-sync so the bill has no lines to post, Qoblex shows “Bill number has not synced to Xero. Your integration (or sync rules) are setup to DO NOT SYNC”.
• If a bill is deleted in Qoblex, Qoblex shows “Bill number deleted from Xero.” once the Xero bill is removed.

Bills post to Xero as Accounts Payable bills. Changing these settings affects future syncs and retries only; it does not rewrite bills or payments that already synced to Xero.

Troubleshooting