01 Sep Preparing your Xero for life in Receipt Bank
Number 1: Trim down your suppliers in contacts
Back in the day, Xero was notorious for setting up duplicate contacts unless you went out of your way not to (or you had impeccable spelling and a photographic memory)
So it’s not uncommon to find suppliers for Sainsbury, Sainsburys, Sainsbury’s, you get the picture.
When you set up Receipt Bank to Xero integration for the first time, Receipt Bank will very helpfully import all of your contacts from Xero.
And then when you start to process your bills through Receipt Bank, it will aim to find that supplier but quite often that supplier will be called something different (Either entirely different or slightly different) so Receipt Bank will set up a new supplier for you.
So if you don’t want J Sainsbury PLC adding as yet another supplier alongside your Sainsbury, Sainsburys and Sainsbury’s suppliers (In both Xero and Receipt Bank) then here’s what to do.
1) Before you switch on the Receipt Bank to Xero Integration for the first time, go into Xero and archive any very old suppliers that have not been used in ages. You won’t be deleting any accounting records, you’ll just have a much tidier, smaller and easier to manage supplier list.
2) Some suppliers will be duplicated, triplicated or (if this is a word..) quadruplicated (Remember Sainsbury’s?). What you can do here is merge them, because you want to keep them for future use but you only want the one supplier in your list. Choose ONLY the mis-spelled ones that you want to REMOVE and click options>merge then enter the supplier name that you want to KEEP. The result of this exercise will be that you will have one supplier, spelled correctly, but with all of the transaction and financial data from each merged supplier intact and on the one record.
3) Then you can switch on the Receipt Bank to Xero integration, and your smaller, tidier, correct list of suppliers will appear in Receipt Bank.
4) Occasionally Receipt Bank will struggle to pick your supplier, eg it’s called McDonald’s on your list but Receipt Bank knows it as McDonalds. If you manually publish your bills in Receipt Bank rather than auto publishing them, you will have the opportunity to choose your existing supplier so the ‘known’ supplier never gets created. You may have to do this many times though.
5) But you don’t want to be manually publishing bills in Receipt Bank, you want them flying through into Xero with no intervention, and for that you need to turn on the auto-publishing. This can be done for all suppliers or selected suppliers, or all existing suppliers. The danger with auto-publishing is that not only might a duplicate supplier be created in Receipt Bank, it will then also be created in Xero when it gets published, so you’ll end up with the same duplicate suppliers in both Receipt Bank and in Xero.
6) When this happens, you’ll need to merge the supplier in Xero using the technique I showed you at (2) above.
7) Here’s how to merge suppliers in Receipt Bank. First go to the suppliers tab and list in alphabetical order (sort by name). Then you tick BOTH suppliers that you wish to MERGE. On the next screen choose the supplier that you want to KEEP.
The great thing with this is that Receipt Bank will remember what you have merged into what, which will widen its funnel when capturing supplier information. So it won’t matter where the marketing gurus at Sainsburys and McDonalds are choosing to place their apostrophes on any given day, Receipt Bank will catch all.
If you need any help with the Receipt Bank to Xero Integration I’d be happy to share more top tips. Switching it on is simple, but making Xero and Receipt Bank work together perfectly for you can be a bit more complicated.