How To - Set Up Invoices for Gas Customers in Xero

How to set up quarterly and annual invoices, for rental and customer-owned cylinders, in Xero

Step 1 of 35

Contents

See slides 2 - 18 for setting up repeating invoices for rental cylinders.

See slides 19 - 34 for setting up repeating annual invoices for customer owned cylinders.

Step 2 of 35

Unleashed Details

If this is a new gas customer, enter the account details in Unleashed first.

See Procedure - Create an Account for Gas Customers (slide 4), if you do not know how to do this.

Step 3 of 35

Open the Customer in Xero

Open Xero and log in.
Click on 'Contacts' in the top menu.
Choose 'Customers' from the dropdown.

Step 4 of 35

Search Customer

Search for the customer by entering their name into the search bar. Once you have found the correct customer, click on their name to open up their details.

Step 5 of 35

Add Repeating Invoice

Once you have opened the customer details, click 'New' and then select 'Repeating sales invoice'.

Step 6 of 35

Rental Invoice Occurrence

Rental is invoiced every 3 months.

Step 7 of 35

Invoice Date

Select invoice date. Invoice date is either 1st Jan, 1st April, 1st July, or 1st October.

Select the next appropriate one.

Step 8 of 35

Due Date

Set the due date as the '20th of the month following'.

Step 9 of 35

Save as Draft

Tick the 'Save as Draft' circle.

Step 10 of 35

Enter Reference

Reference is ‘Rental’

Step 11 of 35

Enter Item

Item is ‘CYLINDER: Cylinder Rental for next 3 months’

Enter ‘45’ into Item and description will pop up

Step 12 of 35

Enter Quantity

The quantity is the number of cylinders that the customer is renting.

Step 13 of 35

Rental Price

$5/month/cylinder (3 months/cylinder is $15)

Step 14 of 35

Double Check

Make sure that the Account is '2401 Sales-Services' and that Tax Rate is '15% GST on Income'.

Step 15 of 35

Warehouse

The warehouse must be selected as 'Head Office'.

Step 16 of 35

Select Product Group

The product group must be selected as 'LPG'

Step 17 of 35

Enter Tax

Tax must be set to 'Tax Inclusive'.

Step 18 of 35

Save

Save the invoice by clicking the 'Save' button.

You have now successfully created a quarterly repeating invoice's for rental gas customers.

Step 19 of 35

The following steps are how to set up repeating annual invoice's for gas customers that own their gas bottles.

Step 20 of 35

Open the Customer in Xero

Open Xero and log in.
Click on 'Contacts' in the top menu.
Choose 'Customers' from the dropdown.

Step 21 of 35

Search Customer

Search for the customer by entering their name into the search bar. Once you have found the correct customer, click on their name to open up their details.

Step 22 of 35

Add Repeating Invoice

Once you have opened the customer details, click 'New' and then select 'Repeating sales invoice'.

Step 23 of 35

Rental Invoice Occurrence

Invoices repeat every 12 months.

Step 24 of 35

Invoice Date

The invoice date is set to the date of first delivery.

Step 25 of 35

Invoice Due Date

Due 20th of the following month.

Step 26 of 35

Reference

Reference is ‘Annual Fee’.

Step 27 of 35

Enter Tax

Tax must be set to 'Tax Inclusive'.

Step 28 of 35

Enter Item

Item is ‘ANNUAL: ANNUAL CYLINDER FEE'.

Step 29 of 35

Quantity

Quantity is the number of cylinders that the customer owns.

Step 30 of 35

Double Check

Double Check that the:

Price is '$25/cylinder/year'.
Account is '2401 Sales-Services'.
Tax Rate is '15% GST on Income'.

Step 31 of 35

Warehouse

Warehouse must be set to 'Head Office'

Step 32 of 35

Product Group

The product group must be selected as 'LPG'

Step 33 of 35

Enter Tax

Tax must be set to 'Tax Inclusive'.

Step 34 of 35

Save

Save the invoice by clicking on the green 'Save' button.

You have now completed an repeating annual invoice for gas customers that own their cylinders.

Step 35 of 35

Thank you for viewing these instructions on how to set up invoices for gas customers in Xero. You should now have a greater understanding on this topic.