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Sales summary rather than sales detail integration with Xero

started a topic over 3 years ago

My business is having trouble generating compliance (BAS) reports in Xero, due to the sheer amount of data coming in from Dear.  Xero has provided the below feedback and suggested that our invoicing program (Dear) should consolidate the multiple lines on the invoices by account code rather than listing all the stock items.


Feedback from Xero:

From our data logs for your organisation, the number of Sales Invoices and Purchase Bills have been between 900 and a 1000 over the recent months. As the invoices in Xero increase, you'll continue to experience difficulty with the Activity Statement report, and potentially other areas of Xero as well. It could reach the point where we would be unable to export the report for you.

To accommodate these sorts of volumes, we recommend you look into using a dedicated billing system outside Xero and then sending over a summary of your daily sales. If you're interested in a system like this, we have custom integration partners who specialise in these types of solutions. Please click on the link below if you'd like to explore this option further.

Alternatively, you may like to take a look at other invoicing App Partners that send through sales summaries rather than individual invoices, to reduce the amount of line items that are recorded in Xero.


6 people like this idea
  • Agree 100%. This feature also must consider the impact on businesses where they process more invoices than what Xero can handle. In this instance, the business needs an effective way to manage Receivables function entirely from DEAR and not use any Xero functionality (ie. Batching all invoices for a day into one summarised invoice - so effectively no Customer by Customer debtors ledger in Xero).

    3 people like this
  • If sales invoices from each online channel (daily) could be consolidated on export into Xero, this could be a huge benefit. Bookkeepers simply don't need to see every online customer and invoice in Xero, but they do want their bigger (e.g. wholesale) customers sales invoices to show.  At present the "CONSOLIDATE SALES ON EXPORT" in the Xero integration is a step forward but every transaction including "direct" orders in DEAR is being rolled into one.


    1 person likes this
  • We're having this exact issue. It would be great if this could be implemented. 

    Did anything happen with this?

  • Hello!


    This has already been implemented!


    https://inventory.dearsystems.com/Xero

  • Hi Yohan, 


    Unfortunately, this consolidation function in Dear simply adds every sales invoice line from that day into a single transaction to Xero. So as this transaction has all a line item for every sales order line item, when this gets to Xero, Xero posts all the individual line items to the respective accounts thereby negating the Dear consolidation.


    Dear needs to consolidate the sales order into one transaction into Xero with only one line item for each respective Xero sales account not one line item for every sales order line item.


    So the Dear consolation function is achieving nothing really.


    We have just uncovered this problem for two of our customers. 


    Happy to talk this through with developers if needed. Hope this helps clarify.


    Cheers,


    Steve.

  • Hi Yohan, 


    Unfortunately, this consolidation function in Dear simply adds every sales invoice line from that day into a single transaction to Xero. So as this transaction has all a line item for every sales order line item, when this gets to Xero, Xero posts all the individual line items to the respective accounts thereby negating the Dear consolidation.


    Dear needs to consolidate the sales order into one transaction into Xero with only one line item for each respective Xero sales account not one line item for every sales order line item.


    So the Dear consolation function is achieving nothing really.


    We have just uncovered this problem for two of our customers. 


    Happy to talk this through with developers if needed. Hope this helps clarify.


    Cheers,


    Steve.

  • Hi Yohan,


    Agreed with Steve. This is still quite a significant limitation of the DEAR to Xero consolidation. We've experienced the same issue.


    Thanks,

    Monica

  • Hi Steve and Monica,


    Thank you for the clear explanation here and this is understood! I have forwarded your feedback to the team!

    Yohan Andrado Antonio | DEAR Systems Support
    Schedule a 30-minute Support call
    You may also contact us via WhatsApp +44 1244 940807Continue learning with DEAR Academy
    Have a question about DEAR? Ask the Community - Post here and a community member will be happy to help you.

  • Hi again Yohan,


    I have dug a bit deeper on this issue as we need a workaround. Diagram attached if that is of help to the team.


    Cheers,


    Steve.

  • I have the same issue as well and this is the reply I got from xero…. Honestly I don’t know what to do as xero told me the issue is cumulative so it’s just a matter of months the performance will become so bad in xero that it will become unusable. Quote: The issues you've been experiencing are due to the volume of data within your Xero organisation. For optimum system performance, we recommend the following monthly limits per Xero subscription: 1,000 sales invoices (based on 10 line items per invoice) 1,000 purchase bills (based on 10 line items per bill) 2,000 account transactions 2,000 bank statement lines 1,000 lines per statement Less than 25-35,000 journal lines a month If these limits are regularly exceeded, you'll start to notice performance issues in Xero. For example, pages may take a long time to load, reports may not generate and in extreme circumstances, Xero might become unusable. If this is the case, you might need to start a new Xero organisation to move data across. Please contact us if you need assistance with this. It's difficult for us to define the exact number of invoices that will cause performance reduction. It depends on the frequency of invoicing during the month, variability of amounts and the frequency of sales tax reporting requirements. We find that the recommended volumes listed above are a comfortable limit for most small businesses. With the level of volumes you are currently entering into Xero, you're more likely to experience performance issues when using Xero. I've included a link to our Xero Developer page with more information about our recommended limits.
  • i attached a screen shot for the consolidated invoices from Dear sent to Xero. So.... the invoices consolidated to xero still have 5-8 every day so it's almost the same as non-consolidated. Also the number of lines inside the consolidated invoice is basically the same as the non-consolidated invoice, as each product was exported to xero as well in each line. I think the only thing that this has achieved is, it would not create more new contacts for any new customers in xero....

  • Hello Everyone!

    Good news on this!
    We have taken this topic up as our roadmap plans and have started primary designs and discussions. Once the development team completes the ongoing work we will take it up. We will share more information on this in the coming weeks.


    Please bear with us.

    Yohan Andrado Antonio | DEAR Systems Support
    Schedule a 30-minute Support call
    You may also contact us via WhatsApp +44 1244 940807Continue learning with DEAR Academy
    Have a question about DEAR? Ask the Community - Post here and a community member will be happy to help you.

  • Thanks so much! Looking forward
  • Hi,


    Are there any updates on this DEAR team?


    We also urgently require the functionality for consolidation to "one line item for each respective Xero sales account' due to exceeding Xero's line limits for the month, restricting our ability to use some of the audit reports.


    Thanks

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