Understanding Item Codes and GL/Account Codes

JobFlow can trigger either your Item Code or GL Account Code to appear on your draft invoice in Xero. The sections below explain where these codes are set, how they behave, and what to do when they change.

1. Where Item/GL Account Codes Are Set

Charge-out Rates

Charge-out rates are created in JobFlow to ensure work is billed correctly.

When setting up a charge-out rate, you select the Item Code from Xero.

Services, Products, Materials

In settings, under stock, you can select the item/GL account code from the stock list.

2. Changing Item/GL Account Codes for a Single Job

If a job requires a different code than usual:

Reviewing a Job for Invoicing

When the job status is Review, the item and GL account code will display in the job details.

Check these codes and update them here before changing the status to Invoice.

3. What Happens if a Code Changes in Xero

If a code has been updated or removed in Xero:

JobFlow will display a message advising that the code cannot be found.

You will be given the option to clear the code or highlight it. Highlighted codes appear in red.

To update JobFlow, go to the Charge-out Rates page and click Sync from Xero at the bottom left of the screen.

4. Do I Need Both an Item Code and a GL Account Code?

 In most cases, selecting the Item Code alone is enough.

The Item Code will pass through to Xero, and Xero will automatically apply the correct GL Account Code.

Only enter a GL Account Code if:

• • • You are not using Item Codes, or
    • You want the line item to post to a different GL Account than the one normally linked to the Item Code.