Invoices and bills raised in QTRACA need to reach your accounting system. Two ways are provided: push them directly to Xero, MYOB or QuickBooks, or export a CSV to import yourself. Either way, every run is recorded document by document, so you can see exactly what went and what did not.
Where to find it: Accounting Exports in the Orders section; Tax Code Mappings and Order Settings under Setup → Orders.
Before you start
Three things need setting up, and each solves a different mismatch between QTRACA and your accounting system.
1. Connect the integration
Connect Xero, MYOB or QuickBooks under Integrations, and configure the posting accounts the push requires — the accounts your sales and purchases should land in. Without them the accounting system has nowhere to put the document.
To push sales invoices, set Sales invoices to “From QTRACA”. Each Xero, MYOB and QuickBooks integration has a Sales invoices setting: from the accounting system (its invoices come in to create dispatches), from QTRACA (QTRACA invoices are pushed to it), or not synced. Only one direction is allowed, or every sale would be posted twice. Accounts with the Orders module start as From QTRACA. While the setting is anything else, pushing an invoice or credit note is refused and the export record gives the reason, for example “Sales invoices for this site come from Xero, so QTRACA invoices are not sent to it (that would post each sale twice). To send QTRACA invoices instead, set Sales invoices to "From QTRACA" on the Integrations screen.” Bills are not affected.
2. Map your tax codes
Your tax codes will not be named the same as theirs. Tax Code Mappings records, for each integration, the external code that corresponds to each of your tax codes.
| Field | Notes |
|---|---|
| Integration | Which accounting system this mapping is for. |
| Tax Code | Your code. Each code can be mapped once per integration, so there is never a question of which mapping applied. |
| External Code | What the accounting system calls it. Required. |
| Notes | For your own reference. |
3. Set your document numbering
Order Settings controls how invoice, credit note, bill and credit bill numbers are formed — useful when your accounting system expects a particular shape, or when you are continuing a sequence from a previous system.
| Setting | Notes |
|---|---|
| Prefixes | A separate prefix for each of Invoice, Credit Note, Bill and Credit Bill. |
| Number Reset | Yearly, Monthly or Never. |
| Number Padding | How many digits the number is padded to. |
| Number Scope | Per site — each site numbers independently — or per account, one sequence across all sites. |
| CSV Export Format | Xero, MYOB or Generic. |
Pushing a document
Invoices and bills each carry a Push to Accounting action. The document is sent to the connected system, its tax codes translated through your mappings.
What can be pushed:
- Sales — invoices and credit notes
- Purchases — bills and credit bills
Payment status can also be pulled back, so a document settled in the accounting system is reflected here.
Pushing locks reopening. Once an invoice has been pushed it can no longer be reopened to draft, because editing it here would leave the two systems disagreeing. Correct it with a credit note instead.
Exporting to CSV
Where you would rather import the file yourself, a CSV export produces one in Xero, MYOB or Generic layout, according to your Order Settings. Download it from the export record.
The export record
Every run — push or CSV — creates an Accounting Export recording what was attempted and how it went.
| Field | Notes |
|---|---|
| Type | Xero push, MYOB push, QuickBooks push, or CSV. |
| Direction | Sales or Purchases. |
| Status | Running, Completed, Partial or Failed. |
Each document in the run is recorded individually, with its own success or failure and the error message where it failed. That is what makes Partial a real status rather than a vague one: some documents went, others did not, and the record tells you precisely which.
A failure on one document does not abandon the rest of the run.
Retrying failures
Where a run comes back Partial or Failed, fix the cause — most often a missing tax code mapping or an unconfigured posting account — and retry the failed documents. The ones that already succeeded are not sent again, so retrying cannot produce duplicates in your accounting system.
Things to know
- A bill has an Exported status of its own, recording that it has gone to your accounting system.
- Numbering settings affect new documents only. Changing a prefix does not renumber documents already issued.
- Sales invoices flow one way. An invoice pushed from QTRACA is never also brought back in as a dispatch, because the integration only does one or the other. See Connecting QTRACA to Xero.
- Access is role-controlled. Exporting and pushing are separate from raising documents, so the people who invoice need not be the people who post to the ledger.