Accounting sync

Once Settings → Accounting is connected, an Accounting card appears on the purchase order detail page — “Bill sync to your connected accounting organisation.” It’s only visible on the ElevateElevate planThe top subscription tier. Adds Return Orders (RMAs), Constraint Studio, and the PO Constraint Optimizer. Read more → plan with at least one accounting organisation connected.

On this page

• What the card shows
• Pushing a bill
• Sync status
• Common errors and what they mean
• See also

What the card shows

Every connected organisation the order could sync to gets its own row: the organisation’s name, a provider badge (e.g. XERO), and its sync mode — Full auto, Auto-create at [status], or Manual (set in Settings → Accounting → Purchase Orders).

Pushing a bill

The action button’s label reflects the current state:

Button label	Meaning
Create Bill	Nothing has been pushed yet.
Update Bill	Local changes haven’t been pushed yet, the last push failed, or the order was connected to an existing bill that hasn’t been updated yet.
Push again	Already in sync — re-push anyway.

Next to the push button, a Connect existing bill action links the order to a bill that already exists in Xero instead of creating a new one — see Connecting existing bills.

While a push runs, the button reads Pushing… and is disabled. Afterward a toast confirms the result: “Bill synced,” “Already in sync” (nothing had changed), or an error toast naming what went wrong. If a bill already exists in Xero, a View in Xero link opens it in a new tab.

Sync status

The card’s status line tells you where things stand:

• Synced ✓ · [date/time] — the bill matches the order.
• Local changes not yet pushed — you’ve edited the order since the last sync (Manual and Automatic-creation modes only; Full auto pushes changes for you).
• Connected — not yet updated — the order was linked to an existing Xero bill but nothing has been pushed; the bill is still exactly as it is in Xero.
• Not pushed yet — nothing has happened yet.
• A red error line, or an amber warning line for a skipped automatic push — see below.

Common errors and what they mean

The card explains failures in plain terms rather than raw error codes:

Message	What it means / what to do
”No expense account is mapped”	Set a default expense account in Settings → Accounting.
”The supplier is missing or unnamed”	No Contact can be created without a supplier name.
”This purchase order uses the ‘Default Supplier’ placeholder”	Assign a real supplier before syncing — see Suppliers → Accounting contacts.
”Line items use more than one currency”	A bill needs a single currency; split the order.
”The purchase order has no billable line items”	Add at least one line item.
”The bill can no longer be modified in the accounting system (paid or locked)“	Later changes on this order stay local only — they can’t reach Xero anymore.
”The accounting period is locked”	Xero has closed that period; the bill can’t be posted or updated.
”The bill is fully paid”	Paid bills never receive updates.
”The bill was auto-created and is frozen”	Push manually to apply later changes.
A currency-not-enabled message	Enable that currency in Xero under Accounting → Currencies, then retry.

Tip

Most of these are one-time setup gaps (a missing account mapping, a placeholder supplier) rather than ongoing problems — fix the underlying setting once and the next push succeeds.

See also

• Accounting → How bill sync works — what a push updates, what it never touches, and how paid bills are protected.
• Accounting → Connecting existing bills — the Connect existing bill action in detail.
• Settings → Accounting — connecting Xero, bill creation modes, and lifecycle mapping.
• Suppliers → Accounting contacts — linking the supplier this order uses.
• Payments & “marked as paid” — payments recorded in Logistified are separate from a bill’s paid status in Xero.

Last updated: 22 July 2026