Part 2: Synchronizing and Creating an AP Invoice

This section covers connecting to Xero and the workflow for creating an Accounts Payable (AP) Invoice (known as a Certified Progress Claim) for a supplier or consultant in UniPhi.

Step 2.1: Synchronize with Xero

You must authorize UniPhi to connect to your Xero organisation for data transfer.

1.In UniPhi, navigate to Configuration > Accounting integration > Dashboard.

2.Click Connect to Xero.

3.Follow the prompts on the Xero authorisation screen: Select the Organisation and click Allow access for 30 minutes.

4.On the subsequent Map to Organisation page, select the correct organisation(s) that are relavent to this Xero file and click the Save icon.

Step 2.2: Create a New Cost Contract

The AP Invoice is generated against an existing contract in UniPhi.

1. In UniPhi, navigate to the Contracts register and select the relevant Project.

2. Navigate to Contracts (tab) and click the Add New Contract icon.

3. Fill in Contract Details:

• Type: Cost (as this relates to an expense/bill).

• Supplier: Select the contractor/vendor (e.g., Arthur Williams | Birdcat Construction).

• Payment Terms: e.g., 30 Days.

4. Define Contract Value and Deliverables:

• Go to the Value tab.

• Add a new Deliverable (e.g., Project Management).

• Rate/Unit Price: Enter the contracted amount (e.g., $2,000,000.00).

• Code: Select the mapped Xero Account Code (e.g., 412 - Consulting & Accounting).

• Tax: Select the appropriate tax rate (initially, GST Input).

Step 2.3: Generate and Certify the AP Invoice

Create the formal document that serves as the payable invoice.

1.Navigate to the Invoice tab of the contract.

2.Click Create New Document and select the template Certified Progress Claim.

3.Complete the Certification Form:

• Contractor's Invoice No.: Enter the supplier's invoice number (e.g., INV-1234).

• Progress Claim Section: Enter the amount or percentage (e.g., 10% to claim $20,000.00).

• Set as Awaiting Signoff

4.Signatures/Certification: Finalise the document by adding signatures to formally certify the claim.

Step 2.4: Export AP Invoice to Xero

The completed and certified AP Invoice is now ready for export.

1.In UniPhi, navigate to Configuration > Accounting integration > AP Invoices.

2.Locate the invoice (e.g., INV-1234), which should have a status of Awaiting Export.

3.Select the invoice and click Export to Xero.

4.The export process will run, and a confirmation should appear.

Alternative Export Method – Dashboard Synchronise

From:Configuration > Accounting Integration > Dashboard

Click Synchronise to export all items currently in an Awaiting Export status.

You may also choose to export individually from:

• Contacts

• AP Invoices

• AR Invoices

  
  

Step 2.5: Understanding Invoice Status Views

UniPhi categorises invoices into four status views within both AP and AR screens.

Accounts Receivable (AR)

Status	Meaning
Awaiting Export	New invoices that have not yet been sent to Xero
Failed	Invoices that attempted to export but failed due to an error
Success	Invoices successfully exported to Xero
Orphaned	Invoices against contracts where:• No Supplier Organisation is assigned• The supplier organisation is not mapped in the Xero Settings page

Accounts Payable (AP)

Status	Meaning
Awaiting Export	New invoices that have not yet been sent to Xero
Failed	Invoices that attempted to export but failed due to an error
Success	Invoices successfully exported to Xero
Orphaned	Invoices against contracts where:• No Customer Organisation is assigned• The customer organisation is not mapped in the Xero Settings page

→ Part 3: Verify Transaction in Xero