Payhawk has launched a set of supplier management functionalities, which enables the exchange of supplier information and details between the Payhawk and Xero systems.
The supplier synching option optimizes the time an employee spends navigating between the two systems and looking for supplier information when paying bills or performing other related activities.
Specifics
When synching suppliers between Payhawk and Xero, note the following specifics:
Payhawk will filter out only the suppliers for the specific Xero subsidiary.
Payhawk will sync only contacts that are either of the Supplier type or the general Contact type but won't sync contacts of the Customer type only.
Payhawk will sync only suppliers with unique names and tax numbers.
If you have suppliers with the same name or tax number, Payhawk will not sync them and will display a warning to inform you. To solve this issue, make sure that all suppliers have unique names and tax numbers, and perform the sync again.
Initially synching suppliers between Payhawk and Xero
The initial sync between the Payhawk and Xero systems performs the following:
Payhawk imports the list of suppliers from Xero.
Payhawk will attempt to map all existing suppliers to the Xero suppliers.
Once the mapping finishes, Payhawk will show only the suppliers that are available in Xero.
Payhawk will not update previously classified expenses. If a supplier has been selected for an expense before the initial sync, Payhawk will not update the Supplier ID to match the Vendor ID in Xero.
Synching supplier fields between Payhawk and Xero
Payhawk will sync the supplier fields with the general details of the supplier both ways. For example, if you make an update to a supplier name on Payhawk, Payhawk will sync this information in Xero and vice versa.
Adding new suppliers from Payhawk to Xero
If you create a supplier in Payhawk, that supplier will be automatically created in Xero in real time - but as a contact. To be able to see that supplier in the supplier list, export an expense with the supplier.
Updating supplier data in Payhawk
If the data about a supplier in Xero has been updated and you want to update that supplier's data in Payhawk too:
Log in to the Payhawk web platform.
Go to Suppliers. As a result, the Company suppliers page will be shown.
Click on the Company suppliers three dots menu.
Select Update from Xero.
