Ascent to Xero

Creating a Customer in ascent

Customer in ascent is a person with whom we are doing business with. Using this customer account we can create the sales orders and sales invoices for the customer needs.

To create a customer

• Click the Accounts tab.
• Click New.
• Enter the account’s name.
• Enter all the information about company.
• Enter the account type like customer or supplier
• Click Save

Creating a Vendor Account

Vendor  in ascent is a person who is the supplier for the inventory. Using this vendor account we can create a purchase orders for the company.

To create a vendor

• Click the Accounts tab.
• Click New.
• Enter the account’s name.
• Enter all the information about company.
• Enter the account type as supplier
• Click Save

When we need to sync this account to Xero then we can click the xero sync needed checkbox. After the vendor account is synced with the xero then it will shows all the details regarding the vendor how much we need to pay for the purchase orders. All the credit and debit details related to the account.

Creating an Item

Items are the products of the company. The item may be individual or it may be BOM type. Item store the actual products that our company sells or sold to some other company.

To create an item in salesforce

• Click the Item Master tab.
• Click New.
• Enter the Item name.
• Enter all the information about the product like default Item group, Location and price details of the product.
• Enter type of the item.
• Click Save

GL Account:  

The GL account is having all the details of account payables and account receivables for the company. This shows all the details about the money owed by a business to its suppliers and the money that a company has a right to receive because it had provided customers with products and services.  The General Ledger Report is a detail report for all transactions posted to each account and for every transaction there is a Credit and Debit account so it lists them all up.

The GL account will load from Xero to salesforce when we connected these two.

Journal Entries in salesforce

Journal entries are used to record a business transactions. These entries itemize GL accounts that are debited and credited, and should also include some description of the reason for the entry.

To use the Journal entries we have to turn on the custom settings.

• Go to the set up
• Enter custom setting
• Click on the manage link from the admin settings
• Then turn on the check boxes to which objects we need the journal entries

Creating a Sales Order

The Sales Order is a confirmation document sent to the customers before delivering the goods or services. Sales Order (SO) can be created once the quote is accepted by prospective customer. The sales invoice will create from the sales order.

After the packed sales order we can see the details regarding the quantity packed, price for the quantity, total cost of items to be shipped.

Creating a Sales Invoice

A sales invoice can be simply defined as the request of payment by the customer for goods sold or services provided the seller. An invoice generally lists the description and the quantity of the item sold or service provided. These invoice is generated from the sales order.

Whenever we click the button called Generate Invoice from sales order it will create the invoice. These invoice will shows all the details about the customer, sales order, billing address and invoice total.

Creating a Purchase Order

A purchase order (PO) is a document and first official offer issued by a buyer to a seller, indicating types, quantities, and agreed prices for products or services. It is used to control the purchasing of products and services from external suppliers.

When we added the items in the purchase order line. Then we need to click the Receive PO button to receive the order. Then we can see these received order in received purchase order lines section.

After we are receiving the order we can generate the vendor invoice for the received purchase order.

Creating a Vendor Invoice:

An invoice from a vendor is the bill that is received by the purchaser of goods or services from an outside supplier. The vendor invoice lists the quantities of items, brief descriptions, prices, total amount due, credit terms, where to remit payment, etc. A Vendor Invoice is usually initiated from a Purchase Order like the example shown below. Note buttons “Vendor Invoice” and “Partial Vendor Invoice”.

The Vendor Invoice button creates a new full invoice like the example shown. (Note: This button does not check for existing invoices. Every time the button is clicked it creates a new invoice.)

The entity names should be the current entity names.

Recipes that we need to change when the entity name changed is

1. If customer or vendor is created in ascent create a customer or vendor in xero.
2. Create and update invoice in ascent then create and update invoice in xero.
3. Journal entries that are created in ascent create a journal entry in xero.