Job tracking in Xero

Every job gets its own tracking option in Xero, named with the job number, so bills and costs can be matched to jobs.

When to use

You want to know why a job says its tracking option is missing.
You manage Xero’s limit on active tracking options.

Only Owners change the tracking settings. Owners and Office see a job’s tracking status.

Overview

Choose a job tracking category on Settings, then Xero. When a job is created, WSManager creates an option in that category named with the job number as displayed, for example 27001 or J-27001. If an active option with that name already exists, it is used, not duplicated.

Counter sales do not get an option.

Key features

Status on the job page (Xero tracking): Created, Archived in Xero, Not yet created in Xero, or Not created in Xero with the reason. A failed one has a Retry button.
Queued if Xero is down. The job works without its option and the request is retried.
Archiving. To stay under Xero’s limit on active options, options are archived: when a job is cancelled, and a set number of days after it is Complete. Reopening a job makes its option active again. Archive them now on Settings, Xero archives finished jobs’ options straight away.
Counts. Settings, Xero shows how many options are active in the category, how many jobs are waiting for an option, and how many failed.
Limit banner. If Xero refuses a new option because the limit is reached, a banner tells Owners and Office, and new jobs wait without an option until some are archived.

How to: choose the tracking category

Go to Settings, then Xero.
Under Mappings and settings, choose the Job tracking category.
Set Archive a job’s option this many days after Complete.
Select Save.

How to: free up options

Go to Settings, then Xero, then Job tracking.
If it says finished jobs have an active option, select Archive them now.

Tips & gotchas

Supplier bills coded in Xero to a job’s option are matched to that job automatically as the strongest suggestion. See Supplier bills.
Jobs created before Xero was connected, or before a category was chosen, are caught up when you connect or choose one.