How does data flow between SAM and Xero

Customer data

SAM is the master database for customer data, any new customers created or edited are uploaded to Xero when the customer record is saved.

Edits in Xero do not update the SAM record and will break the integration for the customer that was edited

Supplier data

SAM is the master database for supplier data, any new supplier created or edited are uploaded to Xero when the supplier record is saved.

Edits in Xero do not update the SAM record and will break the integration for the supplier edited

Invoices

Within SAM Jobs are created and built. Once a job is completed and all charges and stories are loaded the job is invoiced. Invoiced jobs are uploaded to Xero as authorised invoices awaiting payment.

Edits in Xero do not update the SAM invoice.

Invoice Credits

SAM invoices can not be edited (except for text lines). Any changes to an invoice value require the invoice to be fully or partially credited.
Crediting an invoice creates a negative value job. This job must be invoiced to complete the credit and post the credit note to Xero. The credit note posts as an approved credit note awaiting payment.

Edits in Xero do not update the SAM Credit invoice.

Payments

Payments to invoices can be processed in either SAM or Xero. When opening an invoice in SAM to make a payment a call is made to Xero to check the outstanding invoice balance and download any payments made (in Xero).  

Click on this link to see how payment reconciliations work.

Purchase Orders (and credits)

Purchase orders are created in SAM to enable stock (parts) control and to order parts and services to jobs. Purchase and credit orders are uploaded to Xero when the order is finalised in SAM.
Orders are uploaded to Xero as bills awaiting payment.

Edits in Xero do not update the SAM order.

Stock Valuation

Stock is controlled in SAM only. Any movement in stock (purchases, sales and adjustments) updates Xero with a manual journal to either increase or decrease the Xero "Stock on Hand" code.

WIP (work in Progress) Valuation

Procured parts and outwork purchases to a job in SAM will update the Xero "Work in Progress" code when the order is finalised.
When the job is invoiced the "Work in Progress" code is reversed in Xero and the offset will go to the COS (Cost of Sales) code. This is done through a Xero manual journal.

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