Xero Delayed Send Option

Overview

The delayed send option is available to Booking Rooster clients on the middle weight plan and above as an added extra. Some Booking Rooster clients apply the delayed send rules to all customers. Others apply them to specific partners only. A small number of clients use the delayed send option for their private courses but not for public (open) courses. This help guide covers:

• Delayed Send Options
• Impact on Credits
• Important Notes

Delayed Send Options

When the delayed send to Xero is switched on for all bookings:

• All invoices paid at the time of booking are sent to Xero immediately (invoice date = booking date).
• All other invoices are sent to Xero on the course end date (invoice date = course end date).
• The invoices for all bookings created after the course ends are sent straight to Xero (invoice date = booking date)

It is highly recommended that when the delayed send to Xero is in place either :

• No invoices are sent from Booking Rooster and all invoices are sent from Xero, or
• Invoices are sent from Booking Rooster at the same time they are sent to Xero.

Impact on Credits

This option also affects credits:

• All credits created for paid invoices are dated the credit creation date.
• All credits created for unpaid invoices are dated course end date.
• All credits created after course end date are passed straight to Xero.
• Where an invoice is fully credited before it is due to be sent to Xero it is skipped and not sent to Xero. From an accounting perspective this was never issued, so can be considered a draft and does not need to clutter the accounting system.

Important Notes

If you are using this method take special care - especially if introducing after your software has been set-up.  It pays to be an expert user and to set up a time to discuss your specific needs with the team from [e-mail].

Course Setting Recommendations

• Think carefully about whether invoices will be sent from Booking Rooster or from Xero. Why? See the 'impacts of changing course end dates' section.
• Be sure that your due dates for the Internet Banking and On Account payment options are set to be relative to the course date not to the booking date.  If not, you may create an invoice that is due before its nominal creation date.
• Take care with how you take bookings for online courses.  If you allow non-credit card payment for online courses be sure to limit course length or the invoice will never be issued and you will never be paid!
• If you check 'paid' in Booking Rooster for a booking in a course that has not yet ended, the invoice and receipt will not go to Xero until the course has ended.  (No amount of pushing the Xero button will push it through.) When delayed send is in place it is ideal to remove the ability for administrators to select paid in Booking Rooster. 

Impacts of Changing Course Dates

Changing course dates have impacts on this method. The likelihood of issues is limited because the delayed invoices are sent on course end date.  However, please remember that:

• If you change the course end date in Booking Rooster after the delayed invoices or credits have been sent to Xero, the invoice date will change in Booking Rooster and on all reports to the new course end date.  No changes will be sent to Xero. In this case the Booking Rooster financially related reports will differ from the actual in Xero.  

Questions?

It this hasn't fully answered your question simply contact Booking Rooster support [phone] or email [e-mail]