Xero - Re-Exporting Invoices

HirePOS keeps track of invoices that have been exported to accounting systems such as Xero, MYOB, and QuickBooks.

If you need to export an invoice again, you can reset its export status in HirePOS by marking it as pending. This allows the invoice to appear as ready for export again.

Important: Marking an invoice as pending only resets its export status in HirePOS. It does not remove, update, or void an invoice that already exists in Xero.

We recommend exporting invoices only after they have been finalised. This reduces the likelihood of needing to make changes after an invoice has already been sent to your accounting system.

To reset an invoice so it can be exported again:

1. Open the Xero exporter in HirePOS.

2. Locate and select the invoice you want to re-export.

3. Click Mark As Pending at the top of the exporter screen.

HirePOS resets the export status of the invoice and its associated contact. The green completed indicator is removed, allowing the invoice to be exported again.

This change applies only to HirePOS. It does not make any changes to records in Xero.

There are occasions where an invoice not yet in Xero is still marked as completed. In such cases, you can simply re-export the invoice after marking it as pending.

For example, this may be necessary if:

• The invoice was previously marked as exported or completed by mistake.

• The invoice was exported to a different accounting system and has not been exported to Xero.

Once the invoice has been marked as pending, export it to Xero as normal.

Additional steps are required if the invoice already exists in Xero.

Before re-exporting the invoice from HirePOS:

1. Open the existing invoice in Xero.

2. Change the invoice number of the existing Xero invoice.

3. If required, void the old invoice in Xero.

4. Return to HirePOS and mark the invoice as pending.

5. Export the invoice to Xero again.

Important: Change the invoice number before voiding the invoice in Xero. Once an invoice has been voided in Xero, it cannot be edited.

Changing the existing invoice number allows the invoice from HirePOS to be exported again using its original invoice number.

If only minor changes are required, it may be easier to edit the existing invoice directly in Xero rather than re-exporting it from HirePOS.

To re-export an invoice to Xero, first use Mark As Pending in the HirePOS exporter to reset its export status.

If the invoice does not exist in Xero, you can then export it again normally.

If the invoice already exists in Xero, change the existing invoice's number before re-exporting. If you intend to void the old invoice, change its number before voiding it.