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 Elevate plan with at least one accounting organisation connected.

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.

While the order isn’t linked to a bill yet, a Connect existing bill action sits next to the push button — it links the order to a bill that already exists in Xero instead of creating a new one, see Connecting existing bills. Once a bill is linked, that action is replaced by a ⋯ menu offering Change bill… (re-point the order at a different bill) and Disconnect bill (removes the link only — nothing in Xero is changed or deleted, and the next push creates a new bill). The refresh icon in the card header re-reads the sync state from Logistified’s own records without contacting Xero.

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 — the order has changed since the last successful push. In Manual and Automatic-creation modes you clear it by pushing; in Full auto the next automatic push normally clears it 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 when the last push failed, or an amber line — either because a push was skipped, or because the order can’t currently be turned into a bill at all. That second case (a missing account or tax mapping) shows up as soon as you open the card, before you have ever pushed. 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.
”A purchase-tax rate cannot be matched uniquely”	An additional cost / discount entry’s purchase tax couldn’t be matched to exactly one rate in your accounting system — this also happens when two accounting rates share the same percentage. The in-app message points to Settings → Accounting, but the mapping control is the Accounting tax rate field shown when editing the rate at Settings → Tax Rates — map it there, then push again.
”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	The supplier bills in a currency your accounting organisation doesn’t have enabled. In Xero, add it under Accounting settings → Currencies (a multicurrency plan is required), then push again.
”A bill with this number already exists in the accounting system”	Xero already holds a bill carrying this order’s number that Logistified didn’t create. Use Connect existing bill to link it rather than creating a duplicate — see Connecting existing bills.