Xero import

Status: built. Code: server/integrations/xero/links.js, pages server/ui/xero-import.js.

• Integrations › Xero has an Import section in settings rows: the count to check with Review, the two settings, and Xero history.
• Review (/xero-import) has two views:
  • One at a time: one fact per row (number, client, date, total, items, Reference, status) with = or ≠ between Xero and Flow. Link or Make + link, Skip, or Other match.
  • List (?view=list): tick rows (or Tick N sure), then Link on the bulk bar links each to its best match.
• Xero history (/xero-import?show=all) lists every Xero invoice in the copy, with a search. Ticked rows that nothing in Flow fits get a Flow invoice from the bulk bar.

Flow is the invoice app. Xero is an integration. Each Xero sales invoice in Flow's copy of Xero (xero_invoices) gets one Flow invoice, or stays in the copy. The page reads Flow's database only. It makes no call to Xero.

Two layers keep this apart:

flowchart LR
  copy[Xero copy<br/>xero_invoices] --> classify{Classify}
  classify -- pushed from Flow,<br/>or a link row --> linked[Linked]
  classify -- open Flow invoice:<br/>same client, total, ±7 days --> invoice[A Flow invoice fits]
  classify -- job tied by the matcher,<br/>or same client, total, ±7 days --> job[A job fits]
  classify -- none --> none[Nothing fits]
  invoice -- Link --> linked
  job -- Make Flow invoice + link job --> linked
  none -- Make Flow invoice --> linked
  none -- setting off --> stays[Stays in the copy,<br/>searchable]

States #

A Xero contact matches a Flow contact by name only when exactly one Flow contact has that name.

Sure match #

Code: server/integrations/xero/fit.js. The checks are the ones the job matcher uses on work-system jobs against Xero (scoreCandidate in server/core/pipeline.js), plus what the Flow invoice's own jobs know.

A pair is offered when hard evidence ties it, or when it has the same client, an amount that fits, and dates within 14 days. It is sure when:

1. it has hard evidence, or scores 11 or more (total, same items, within 3 days), after a fit loses 4 when a rival on either side is dated at least 3 days closer (the job matcher's closer_job lesson); and
2. it leads the next fit of that Xero invoice by 3 or more, and no other fit has hard evidence; and
3. the same is true from the Flow invoice's side.

Everything else waits on Review. A job tied to the Xero invoice wins over a plain Flow invoice fit, and a Flow invoice that is closer to another Xero invoice yields to a job that fits.

Matching #

matchXero runs after each Xero import slice. With the setting auto_link on (the default), it links each sure fit (matched_by = 'auto'). A person links the rest on Review (matched_by = 'person').

"Make Flow invoice" works in one transaction. It makes the contact if it is missing, maps each line (price item by code, quantity, GST by tax amount), issues the Flow invoice on the Xero issue date, links it (matched_by = 'made'), and links the job when one fits.

Settings #

xero_import_settings, one row for each organisation:

Rules #

• One Xero invoice per Flow invoice, both ways (primary key and unique key).
• A Flow invoice sent to Xero is never linked to a second Xero invoice.
• Deleted and voided Xero invoices are left out.
• A linked Flow invoice shows its Xero status and payments, as a sent one does.
• Only an owner or admin links, makes, matches or changes the setting.

API #