Invoices, Quotes and Purchase Orders

TwoCanConnect creates four kinds of Xero document from Salesforce: invoices, repeating invoices, quotes and purchase orders. Each is switched on separately under Data to Sync, so you can start with invoices and add the others when you're ready.

The wizard

Every document type uses the same wizard, so someone who can raise an invoice can raise a purchase order without retraining. The stepper shows three stages, but there are two screens.

Screen 1 — Contact. Pick the Xero contact: Use linked contact (pre-selected when the Account is matched), Create new contact, or Search another contact. The badge on the first card counts how many Xero contacts are linked to the Account.

Screen 2 — Details and line items together. Dates, reference, branding theme and tax treatment at the top; the line items, built from the products on the Salesforce record, below. The create buttons are on this screen.

Line items offer a Compact and a Detailed view. Compact is a table for checking figures; Detailed expands each line into an editable card with its description, account, tax rate and tracking category.

Invoices

The finish buttons are the statuses allowed under Object Settings: Create Draft Invoice, Create Approved Invoice, and Create and Submit for Approval if enabled. The source record's name is offered as the invoice number. See Creating your first invoice for the end-to-end walkthrough.

Repeating invoices

Same wizard, with a schedule instead of a single date: Repeat Every and Period, Invoice Date, Due Date and Due Date Term, an optional End Date, and an Insert Reference Placeholder for Xero's date placeholders in the reference. The finish buttons are Save as Draft, Approve and Approved for Sending. See Repeating invoices.

Quotes

Quotes have their own fields: Quote Date, Expiry Date, Title, Reference, Summary and Terms. Two differences from invoices:

• A new quote is saved with Save as Draft. Marking it Sent, Accepted, Declined or Invoiced happens from the record afterwards, following Xero's own quote states. See The quote workflow.
• The source record's name lands in Reference, where on an invoice it becomes the invoice number.

Purchase orders

Purchase orders go to suppliers, so the wizard looks for Xero contacts flagged as suppliers and prices lines from the product's purchase side. A purchase order has Delivery Date, Delivery Address, Delivery Instructions, Attention To and Telephone, and no invoice number. The finish buttons are Create Draft Purchase Order, Create and Submit for Approval and Create Approved Purchase Order.

One record, several suppliers

If the products on the record come from more than one supplier, the wizard opens on a Suppliers on this record step instead of the contact step. Each supplier is a card listing its products, and each gets its own purchase order.

• Create all now raises every purchase order in one pass with shared details. You can leave the page; anything not sent goes to Xero on the next sync cycle.
• Create N purchase orders one at a time walks through them, so you can adjust details per supplier.
• One order for everything ignores the split and puts every line on a single purchase order.

Products with no supplier are listed separately and left out unless you assign them. See Purchase order pricing and suppliers.

What each needs

All four raise from an Opportunity out of the box, using the mapping sets that ship with the package (TCC, TCR, TCQ and TCP). Raising from any other object needs a mapping set for that object and a button, both made under Mapping fields.

Contact matching inside the wizard

Screen 1 counts how many Xero contacts are linked to the Account. 0 found means nobody has linked them yet, and the wizard offers to create a new Xero contact. Accepting that for a customer who already exists in Xero is how duplicate contacts appear. Run the Matching Tool first and the wizard finds the right contact on its own.