When you create a folder, you are prompted to connect the folder to your Xero organisation. If you have not done so, please connect the folder to your Xero so you can proceed with the data export. Just click on the split button “down arrow” of the “ Export” button to reveal a menu and choose “Connect your accounting”.
When you export a document for the first time into Xero, you need to pair the supplier names on the invoices with your contacts in Xero. Datamolino remembers the pairing for future use.
- You can pair the supplier name with the supplier contact in the invoice detail by clicking on the dropdown next to the supplier name.
- You can also create a new supplier contact directly from Datamolino by clicking on “create a new contact” under the drop-down menu. All drop-down menus are searchable for your convenience.
- To finalise the export just select the "ledger account" and "tax code" and if needed your "tracking categories". Click "Save Changes" and then the "Export to Xero" button to send the data to Xero. Please note that Datamolino will send the "Total" of the invoice and Xero will calculate the tax based on the “tax code” setting that you have chosen.
- Datamolino will remember the “supplier name / ledger account / tax code / tracking categories” combination and suggest it to you the next time you import invoices from the same supplier. This means that the “hard work” of choosing the coding happens only for the first time in the folder, on the next export you only need to review the settings and adjust only when necessary.
NEW (Oct. 1st, 2016): You can adjust the Supplier coding defaults in the "Supplier Automation" dashboard at any time.
You can review the invoices one by one and export as you go. This is preferable if you suspect there could be OCR based errors in the data due to invoice image quality. Just click on the first invoice in the invoice list, review the data in the invoice detail, adjust the coding and click export if everything is OK. If the document has no immediate errors, Datamolino will show you the next invoice in line that is ready for export. This is a quick way to review the invoices that you need to process and export into Xero. (this method also works when you filter out a subset of invoices by using the search and filter function)
This is a good choice if you know the extracted data to be correct and do not need to adjust the figures or invoice descriptions. Go to the Supplier Automation dashboard to turn on Auto-Export for your suppliers. Just check the "Auto-Export" box in the supplier tab and click "Save".
Once you check the "Auto-Export" option in the supplier tab, all invoices from the selected Supplier will get automatically exported to your Xero organisation as they become ready to export. No buttons to push, they just appear in Xero. Use this feature only with suppliers where you are certain that their documents come in good quality to minimise any OCR errors in your Xero data. Files that Datamolino flags as possible duplicates are not automatically exported into Xero.
How do I know which items have been exported automatically?
Items that have been exported manually will have a green Xero label, items that have been exported automatically have a blue Xero label.
Alternatively, you can export multiple invoices at once. From the invoice list in the folder, just click the checkboxes next to invoice you want to export. You can also click the checkbox on the top left to select all invoices on the page. When you click “ Export to Xero” an export pop-up window will appear that will let you adjust the “contact / ledger code / tax code / tracking categories” for each invoice and export multiple invoices at once. This is a good choice if you know the extracted data to be correct and do not need to adjust the figures or invoice descriptions. Our clients usually prefer this method of export for supplier invoices that have been uploaded as digital PDFs or where the scan quality reliably gives good results.
Export destination and document status
By default, your Folder will export the data to Purchase Bills (or Sales Invoices) as DRAFT. You can change this behavior in the Supplier Automation dashboard.