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Cached data

• A change made in Xero shows only after that data set reloads: up to 2 hours for customers and suppliers, and up to 2 days for products, tax rates, tracking categories, accounts and branding themes. Click Update in Xero Data Sets to see it sooner. The Xero connection and cached data
• Product pickers in a browser or on a phone keep their own copy of the product list for up to a day, and Update does not refresh it. Products and items
• After Smartworks is updated or restarted, the first screen to need each data set waits for a full load from Xero. The Xero connection and cached data
• A full load of customers and suppliers reads at most 10,000 contacts. Customers and suppliers
• If the connection goes 60 days without being renewed, an admin has to connect again. The Xero connection and cached data

Customers and products

• Addresses from Create New Address, contacts from Add Contact, and travel details stay in Smartworks and are not copied to Xero. Customers and suppliers
• A new customer is created in Xero before the job is saved. If saving the job fails, choose the customer from the list rather than creating it again. Customers and suppliers
• Stock quantities in Smartworks and Xero are separate and are not kept in step. Products and items

Tax, accounts and themes

• The GST and totals under a job’s lines use GST/VAT Rate, while Xero uses each item’s tax rate. Tax rates
• Default Purchases Account lists every account, whatever its type, and applies only to new purchase orders. Chart of accounts
• One tracking option per category applies to the whole invoice. Tracking categories
• Saving a quote or purchase order in Smartworks sets its branding theme back to Xero Branding Theme. Branding themes

Quotes and invoices

• A line added to a quote in Xero has no cost price in Smartworks until you enter one and save. Quotes
• Payments added from Smartworks always go to the account with code 090, dated today. Invoices and payments
• An invoice voided or deleted in Xero keeps its lines under Processed Items, and the job budget keeps counting it. Invoices and payments
• An invoice is dated with the day the first selected line was recorded, not the day you create it. Invoices and payments
• If something goes wrong after Xero has created an invoice, its lines can stay outstanding. Check Xero before invoicing them again. Invoices and payments

Purchase orders, bills and credit notes

• An order edited in Xero keeps its old lines, jobs and incoming stock in Smartworks until it is next saved or received there. An order deleted in Xero keeps its incoming stock and job costs. Purchase orders and bills
• If Xero cannot be updated while you receive an order, finish the order, back order and bill in Xero. Purchase orders and bills
• Every bill line uses the tax rate with code INPUT2, and bills carry no account from Smartworks. Purchase orders and bills
• Bills are dated with today’s date in UTC, which in New Zealand mornings is the day before. Purchase orders and bills
• Purchase order Search looks through at most 1,000 orders. Purchase orders and bills
• A credit note voided or deleted in Xero is still listed and counted in Smartworks, and its stock movement stays. Credit notes
• Credit notes are not allocated to invoices or bills, and have no PDF or email in Smartworks. Credit notes
• If something goes wrong after Xero has created a credit note, check Xero before creating it again. Credit notes

See also

• Smartworks and Xero - what moves between the two, and when.
• The Xero connection and cached data - refresh a data set from Xero.
• Stock known limitations - the limitations that affect stock.