Xero Sales Settings

The Sales settings tab controls how Qoblex posts your sales invoices and customer payments to Xero: which ledger account the invoice lines land in, which tracking category they carry, the status the invoice is created with, the currency used, and the bank account that records customer payments. These settings are the accounting policy Qoblex applies every time a sales order syncs to Xero.

This article explains each option on the Sales tab, the fields you must complete before you can save, how override rules pick a different account or tracking category for specific invoices, and how to re-push sales transactions that failed to sync. After reading it you will be able to configure sales posting confidently and know what each toggle changes in Xero.

Open the Sales settings

1. Go to Integrations.
2. Open Xero.
3. Open the Sales tab.

The Xero settings page is organised into tabs, and the Sales tab holds two groups: Sales Account (how invoices post) and Payments (how customer payments post). A single Save changes button sits at the bottom of the page and saves the whole settings form; it is hidden only on the Sync Status tab.

These settings only apply to companies whose Xero integration is installed and connected. Configure them with whoever owns your accounting before you sync live invoices and payments.

Qoblex blocks Save changes until the Sales tab has a Sales Account ledger selected, an invoice status chosen under Sync Document Status, and a bank account selected under Payments. Until they are set, saving fails with “Ledger account is required”, “Bank account is required”, or “This field is required” on the invoice status.

Sales Account

Under Sales Account, choose the Xero ledger account that invoice lines should post to. This is the default account for every sales invoice that does not match an override rule.

• Sales Account — select the ledger account where invoices sync. The field shows the prompt Select ledger. This account is required.
• Override rules — add rules when some invoices should use a different ledger account or tracking category (see Override rules and payment rules below).

Sync Document Status

Under Sync Document Status, choose the state Xero gives each invoice when Qoblex creates it. The selector (prompt Select Invoice Status) offers:

• Draft
• Authorized
• Submitted

An invoice that is still a draft in Qoblex always syncs to Xero as Draft, regardless of this setting. The status you pick here applies to invoices that are no longer drafts in Qoblex.

Enable invoice batching

Turn on Enable invoice batching to group invoices into batches based on tax settings, currency, and sales rule configurations so related transactions are posted together. Leave it off when you want each Qoblex invoice to appear as an individual Xero invoice.

Sync invoices in presentment currency

Turn on Sync invoices in presentment currency to sync each invoice in the currency shown on the invoice instead of your Qoblex base currency. Leave it off when Xero should receive values converted to your base currency.

Payments

The Payments group controls how customer payments post to Xero. Its description reads Payment posting rules (by gateway).

• Payments — the bank selector at the top of this group sets the Xero bank account that records customer payments by default. It is an unlabeled dropdown that shows the prompt Select bank until you choose an account. This account is required.
• Add payment posting rules below it so payments from different gateways post to different bank accounts (see below).

Two way payment sync

Turn on Two way payment sync to keep customer payments in step in both directions between Xero and Qoblex. Customer payments recorded in Qoblex always push to Xero when the invoice syncs; this toggle additionally pulls payments recorded in Xero back into Qoblex.

Decide whether Qoblex or Xero is your system of record for customer payments before turning this on. With two-way sync enabled, avoid entering the same payment in both systems.

Override rules and payment rules

Both Sales Account and Payments support override rules. Each rule has a condition and an action; when an invoice (or payment) matches the condition, the rule’s action applies.

The rule builder action lets you:

• Set ledger account to — the Xero ledger account to use instead of the default.
• Set tracking category to — the Xero tracking category to apply.

Rules are evaluated in priority order and the first matching rule wins, so place more specific rules above broader ones. Sales rules can match on Online store, Sales location, Shipping & Freight (a yes/no flag for whether the order has shipping or freight charges), Sales Channel, Tax amount applied, Order tags, Sales origin country, Sales by Product Type, Sales by product tags, and Sales by Brand. Payment rules can match on Online store, Sales location, or Gateway (the payment gateway).

If no rule matches and no default account is set (or the account is left as Do Not Sync), the affected invoice lines are skipped and Qoblex notes that the line did not sync.

How sales sync to Xero

The Sales settings take effect whenever a sales order syncs to Xero. Qoblex processes the order’s contact, then its invoices, then its payments.

• Trigger — a sales order syncs automatically when Qoblex sends it to Xero, or manually when you push selected rows from the Sync Status tab.
• Direction — invoices and customer payments flow Qoblex → Xero. With Two way payment sync on, payments also flow Xero → Qoblex.
• Account and tracking — each invoice line takes the ledger account and tracking category resolved from your Sales Account default and any matching override rule.
• Status — the invoice is created with the status you chose under Sync Document Status (a Qoblex draft stays Draft in Xero).
• Currency — when Sync invoices in presentment currency is on, the invoice keeps its own currency and exchange rate; otherwise it posts in your base currency.

When an invoice or payment syncs, Qoblex adds an activity-feed note with a Click to view in Xero link. Lines configured as Do Not Sync produce a note that the invoice “has not synced to Xero” because the integration or sync rules are set to do not sync.

Retrying sales sync

Use the Sync Status tab to push or retry sales transactions. Filter the list by type, select the affected rows, then click Sync to Xero.

Correct the setting or transaction that caused a failure before retrying. Retrying without fixing the cause produces the same error. Changing Sales settings affects future syncs only — it does not rewrite sales records already posted to Xero.

Troubleshooting