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.
First-time export
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.
Export from document detail
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 and follow these steps:
In the Supplier section, pair the supplier name with the Xero contact by clicking on the dropdown next to the supplier name.
You can also create a new Xero contact directly from Datamolino by clicking on 'Add Contact'. All drop-down menus are searchable for your convenience.
To finalise the export just select the ledger account, tax code and if needed your tracking categories.
Click 'Save Changes'
To send data to Xero, click 'Export' button.
Datamolino will remember the supplier name, ledger accounts, tax codes, tracking categories 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.
Auto-Export
Auto-export can be a major time saver in your day-to-day work. It is a good option for those suppliers where you know the extracted data is correct and do not need to adjust the figures or invoice descriptions.
Once turned on, there is no need to export documents manually. The documents are exported to Xero automatically after they become ready in Datamolino. No buttons to push, they just appear in Xero.
This is how you can turn it on for your suppliers:
Inside the document detail - switch the Auto-Export toggle button to have it ON
Inside the Supplier Automation dashboard you can turn the Auto- Export on for multiple suppliers.
Note: Files that Datamolino flags as possible duplicates are not automatically exported into Xero.
How do I know which transactions have been exported automatically?
Transactions with light blue label are auto-exported, with darker green are manually exported.
Bulk export
Exporting multiple invoices at once can be a major time saver. This is a good choice if you do not need to adjust the figures or invoice descriptions. Feel free to use it in one of the below scenarios:
Quickly review and export regular supplier invoices in one go.
Do bulk edit of multiple invoices at once - you can change ledger code, tax code or tracking categories for multiple invoices to the same values at once.
Easily code your one-off supplier invoices - you can either quickly assign an existing contact or create a new one without a need to go into the document detail.
How does it work?
You can export all ready-to-export invoices by clicking 'Review & Export' inside the folder. If you want to export only selected invoices, tick the box next to the invoices you want to export and click 'Export to Xero'.
You will be redirected to the Bulk Export screen where you can easily review and adjust coding if needed. To learn more about this feature, check this article.
