Invoices – importing into Xero

Part 1: Setup Tax Names

This step only needs to be completed once, unless you add new tax rates to the Garage Invoice system.
Once your tax rates are correctly set up, you can skip this step and go to Part 2: Generating the Invoice Report from Garage Invoice section of this guide.

1. Navigate to Reports:
   • • Open your Garage Invoice system.
     • Go to the Reports section, then select Sales.

   

2. Select the Xero Report:
   • • Under the section labelled Xero Report, click on Invoices.
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3. Xero Settings:
   • Open Xero Settings.
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   • For each Garage Invoice tax rate, you will need to enter the tax name that you have set up in Xero.
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   • Login to your Xero account and navigate to Accounting → Advanced → Tax rates to get tax names. Click on the desired tax rate and copy over ‘Tax Rate Display Name’ to Garage Invoice popup window. Please ensure that the tax rate values are correct.
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Part 2: Generating the Invoice Report from Garage Invoice

1. Navigate to Reports:
   • • Open your Garage Invoice system.
     • Go to the Reports section, then select Sales.

   

2. Select the Xero Report:
   • • Under the section labelled Xero Report, click on Invoices.
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3. Choose the Reporting Period:
   • • Select the time period for which you want to export invoices.
     • You can choose predefined periods like “This Month” or “Last 3 Months,” or you can specify a custom period by entering the start and end dates.
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4. Filter the Invoices:
   • • Choose the Status of the invoices you wish to export (e.g., Paid, Unpaid, etc.).
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   • Optionally, filter by Sales Agent if you need reports specific to certain salespeople.
5. Manage Large Reports:
   • Note: Xero can only import reports with up to 1,000 lines at a time.
   • If your report exceeds this limit, you’ll need to either:
     • • Split the report in Excel after export.
       • Adjust the report to show only 1,000 entries at a time and export each page of the report separately.
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6. Export the Report:
   • • Once your report is ready, click on the Export button.
     • Choose the CSV format.
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   • Save the generated file on your device.

Part 3: Importing the CSV Report into Xero

1. 1. Log In to Xero:
      • • Access your Xero account and log in.
        • Navigate to Business → Invoices.
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        • Click on Import button.
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1. Upload the CSV File:
   • • Click Browse and select the CSV file you exported from Garage Invoice.
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   • • Select how to update contact address details, and ensure that option Tax Exclusive is selected.
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   • Click the Import button.
2. Review and Confirm:
   • The next screen will show you how many invoices will be imported.
   • Click the Complete Import button when you’re ready.
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   • Your invoices will now be imported into Xero.
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