Problem Statement:

Currently, when a Purchase Order (PO) is sent from Factory to Xero, the PO lands in Xero with a status of “waiting for approval.” This requires our team to go into Xero and manually approve the PO, which creates unnecessary double-handling. In some cases, employees have mistakenly made changes directly in Xero instead of Factory, which causes discrepancies between the two systems.

Proposed Solution:

When a PO is sent or printed from Factory, it should automatically arrive in Xero with the status set to approved.

To support different workflows, there could be a tick box or setting in Factory allowing businesses to choose whether POs sync to Xero as “draft” or “approved.”

For our workflow, the preferred option is that the PO is approved in Xero when we click Print or Send in Factory.

Business Impact:

Saves time by removing the need to manually approve POs in Xero.

Reduces the risk of errors caused by changes being made in Xero instead of Factory, keeping Factory as the single source of truth.

Strengthens the efficiency of the process, ensuring Factory continues to streamline operations without adding extra steps.