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

Go to Integrations.
Open Xero.
Select the Purchases tab.

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 tracked product on the bill, and any landed cost that is not an expense, 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.)

How the Purchases account balances out

Qoblex uses the Purchases account as a goods received / invoice received (GR/IR) clearing account. Stock passes through it twice, and the two postings cancel each other out:

The supplier bills you. The bill credits Accounts Payable and debits the Purchases account.
You receive the goods. Qoblex posts an inventory journal that debits your Stock On Hand Account and credits the Purchases account by the value received.

Once goods are both billed and received at the same value, the Purchases account nets back to zero. A balance left on it means goods that are billed but not yet received, received but not yet billed, or billed and received at different prices. Supplier returns and later cost changes on a receipt also post to this account.

Expenses Account

Use the Expenses Account for purchase costs that never become stock. Qoblex posts two kinds of bill line to it:

Expense landed costs — charges recorded separately and not apportioned to an item’s landed cost, such as travel, training, or internal admin costs. Freight, duty, or insurance spread across the items stays on the Purchases account.
Untracked products — any product on the bill that Qoblex does not track stock for, such as gift wrap, a service, or a gift card. This is a variant whose Inventory tracking policy is set to Don’t track inventory in Qoblex.

A new Xero connection starts with the Expenses Account set to Do Not Sync. If you buy services or other untracked products, choose a Xero expense account here.

Why untracked products cannot use the Purchases account

When you receive an untracked product, Qoblex writes nothing to its inventory ledger, because it is not counting that product’s stock. With no ledger entry, the product never appears in the inventory journals Qoblex sends to Xero.

Those journals are what clear the Purchases account. If the supplier bill posted an untracked product to the Purchases account, no receipt journal would ever credit it back. The amount would sit on the Purchases account for good, and the account would never reconcile. Posting the line to an expense account records the cost once, at the bill, and leaves nothing to clear.

What happens with each Expenses Account setting

Expenses Account shows	Expense landed cost	Untracked product line
A Xero account	Posted to that account	Posted to that account
Do Not Sync	The bill fails to sync	Left off the bill in Xero, so the Xero bill total is too low
Select Expenses account (empty)	The bill fails to sync	Posted to the Purchases account, where it never clears

The empty row usually applies to older connections that have not saved the Purchases tab since the Expenses Account was added. Choosing an account and saving fixes it.

Do not choose Inherit as the Expenses Account. It only has a meaning inside override rules.

Expense override rules

Below the Expenses Account, override rules can send an expense landed cost to a different account based on its description. A matching rule applies even when the Expenses Account is Do Not Sync, and the bill then syncs. These rules never apply to untracked products, which always use the Expenses Account itself. See Xero override rules and tracking categories.

Messages you may see

An expense landed cost with no account. Qoblex shows “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”. That bill does not sync, and neither do any later bills on the same purchase order in that run.
Untracked lines left off. The Xero bill is created without them, so it is lower than the supplier’s bill and Accounts Payable in Xero is understated. If the gap is more than 0.50, Qoblex warns “Failed to update bill number” followed by “Rounding adjustment way too high” and the amount. A smaller gap is posted as a “Rounding adjustment” line instead.
Every line untracked. There is nothing left to post, and Qoblex shows “Bill number has not synced to Xero. Your integration (or sync rules) are setup to DO NOT SYNC”.

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.

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.

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 posts every bill payment to this account. If this account is set to do-not-sync (or left effectively empty), Qoblex does not send the bill payment to Xero.

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.

Payment override rules

Below the Payments section the tab shows a rule builder for payment override rules, with two fields per rule:

Set ledger account to — a Xero account to post to.
Set tracking category to — an optional Xero tracking category to tag the payment.

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 account is 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.

Troubleshooting

A bill failed to sync because of a missing expense account

The bill has an expense-type landed cost, and the Expenses Account is Do Not Sync or empty with no matching expense override rule. Open the Purchases tab, select a Xero account as the Expenses Account, and save. Then re-push the bill with Sync to Xero on the Sync Status tab.

An untracked product is missing from a bill, or the bill did not sync

Untracked products post to the Expenses Account. When it is Do Not Sync, which is the default for a new connection, Qoblex leaves those lines off the bill. You may see “Rounding adjustment way too high” because the Xero bill total no longer matches. A bill with only untracked products does not sync at all.

Select a Xero expense account as the Expenses Account and save. Then re-push the bill with Sync to Xero on the Sync Status tab.

The Purchases account in Xero does not clear to zero

Open the Purchases tab. If the Expenses Account shows Select Expenses account, untracked products are still posting to the Purchases account, and nothing ever clears them. Choose an expense account and save. Also check that the Expenses Account is not set to the Purchases account itself.

Ask your accountant to move any untracked product lines that already posted to the Purchases account.

A bill, payment, or expense posted to the wrong account

Check the Purchases ledger account, the Expenses Account, and the Bill payments default account. Bill payments always post to the default account, so correct that account rather than the payment override rules (which do not affect bill-payment posting). Confirm the chosen account is still active in Xero. Also check whether the document had already synced before you changed the setting — earlier syncs keep the account they were posted with.

A bill will not sync at all

Check the sync notification. A bill with an item that has no tax class is skipped until every line has a tax class. A bill whose lines all resolve to “do not sync” is also skipped because there is nothing to post.

An expected account is missing from the dropdown

Create or activate the account in Xero, then reopen the Xero settings page in Qoblex so the account list reloads.

A payment already synced to the wrong account

Changing Qoblex settings controls future sync behaviour and retries; it does not automatically rewrite completed Xero records. Correct the entry in Xero with the accounting owner.

Xero Purchases Settings