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Purchase Invoices

The solution will retrieve the purchase invoice/credit CSV files exported from Yooz, using the GET /orgUnits/orgUnitCode/exportResults API call. The data will then be reformatted to suit the import requirements of Xero, depending on the type of data received from Yooz.

  • For non-PO invoices, the import will generate a purchase bill against the supplier.
  • For purchase credits, the import will generate an accounts payable credit note against the supplier.
  • Yooz will export the data in one of two formats (based on whether the client requires PDF documents to be uploaded to Xero):
  • A CSV file, containing the invoice/credit records.
  • A ZIP file, containing an invoice/credit CSV file, and a series of PDF files related to the invoices/credits. Zynk will extract the files from the ZIP, and process the CSV file. Any PDF file named ‘{YoozNumer}.pdf’ will be uploaded to Xero as an attachment to the corresponding purchase bill/accounts payable credit.

Requirements & Assumptions/Assertions

  • Yooz will generate a distinct CSV/ZIP file for each organisation, which Zynk will import into the corresponding organisation in the accounting system.
  • The CSV file name format will follow this pattern: {yyyyMMddHHmmssffff}.csv
  • The ‘yyyyMMddHHmmssffff’ represents the timestamp format. For example, a file name could be 202204191529002124.csv.
  • The CSV files may contain multiple purchase invoices, non-PO invoices and credits. These are uniquely identified by the ‘Yooz number’.
  • The export from Yooz will include invoice lines. These will be matched to purchase order lines in the accounting system based on a combination of the order number and product code.
  • The transactions will be grouped by vendor code, date, transaction type and number.

Zynk Process

  • For each purchase invoice/credit CSV file exported from Yooz:
  • Download the file to Zynk’s working directory.
  • Reformat the data to suit the import requirements of the accounting system.
  • Import the data into the accounting system.
  • If the import is successful, move the original file to the \Yooz Exports\done folder to prevent reprocessing.

Data Format

  • The CSV separator is TAB.
  • The CSV row ending is CR LF.
  • The CSV should include a header row.
  • The CSV date format is yyyyMMdd, e.g. 20220420
  • The CSV amount format is 0.00
  • The CSV currency format is ISO 4217, e.g. EUR
  • The CSV boolean format is 1 or 0 (with 1 representing true and 0 representing false).
  • If any string values contain TAB, CR or LF characters, the whole string should be surrounded with quotes (").

Scheduling

The default schedule for this solution point is to run daily at midnight and 6am.

Field Mappings

Yooz Col. Yooz Column Description Xero Purchase Bill Field Notes
1 Yooz Number N/A The ‘Yooz number’ will be used by Zynk internally to ensure transactions are never duplicated in Xero.
2 Supplier Code From ---
3 Invoice/Credit code N/A Determines whether a purchase bill or an accounts payable credit note will be created.
4 Currency ISO code Currency ---
5 Document Date Date ---
6 Due Date Due Date ---
7 Document Number Reference ---
8 Order Number N/A No equivalent field in Xero
9 PO line number N/A PO invoices won’t be supported
10 Item code N/A PO invoices won’t be supported
11 Invoiced quantity N/A PO invoices won’t be supported
12 Account number Account ---
13 Cost Centre Code Tracking Cat. Name / Tracking Cat. Option Yooz will provide a tracking category name and option separated by a /
14 Department Code Tracking Cat. Name / Tracking Cat. Option Yooz will provide a tracking category name and option separated by a /
15 Line description Description ---
16 Line net amount Unit Price Either the debit or credit amount, based on whether we are dealing with an invoice or credit transaction.
17 Tax Code Tax Rate Yooz will provide a tax type code.
18 Project Code N/A ---
19 Cost Code N/A ---
20 Tax Amount Tax When a tax amount is received from Yooz, we will override the accounting system’s VAT calculation and use the amount provided.
21 URL Url The URL will contain a direct link to the invoice/credit in Yooz.