The Scenario
You manage procurement for a light manufacturing business. Your operations director asked for a review of all open purchase orders this afternoon — which suppliers are past their delivery date, which ones are coming up in the next two weeks, what the total exposure is. That report should live in Excel. The last person who maintained it left four months ago. The workbook has not been updated since.
The bad version:
- You log into Xero, navigate to Purchase Orders, and find the filter interface shows 10 rows at a time with no bulk export for PO details
- You page through multiple screens, manually transcribing supplier names, PO numbers, amounts, and delivery dates into Excel — and by the time you finish the 40th row you are no longer confident the first rows are correct
- You send the report, and the operations director asks why two suppliers are missing — turns out their POs were in a different status and the filter you used excluded them
Procurement visibility only works if the data is complete and current.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads your procurement workbook and pulls live Xero purchase order data directly into the worksheet structure you specify.
Open your procurement workbook and try this prompt:
List all Xero purchase orders with status SUBMITTED or AUTHORISED from the last 90 days and write PO number, supplier name, total amount, line item description, and expected delivery date into the Open POs worksheet starting at row 2 — one row per PO, sorted by delivery date ascending
What You Get
- Every open PO from the last 90 days lands in the Open POs worksheet sorted by delivery date
- POs closest to their deadline appear at the top — you can immediately see what needs a supplier call today
- PO number, supplier, amount, and delivery date are in separate columns, ready to filter
- The data reflects Xero's current state — closed or cancelled POs are not included
What If the Data Is Not Quite Ready
You need line items expanded — one row per line item, not one row per PO
List all Xero purchase orders with status SUBMITTED or AUTHORISED from the last 90 days — expand to one row per line item and write PO number, supplier name, line item description, quantity, unit price, and line total into the Open POs worksheet — sorted by PO number
The delivery date is blank on some POs and you want to flag those separately
Pull all open Xero purchase orders from the last 90 days and write PO number, supplier, total amount, and delivery date into the Open POs worksheet — in column E write "No delivery date" for any row where delivery date is missing
You need a supplier summary showing total outstanding PO value
Get all open Xero purchase orders from the last 90 days, group by supplier name, and write one row per supplier into the Supplier Summary worksheet: Supplier Name, Number of Open POs, Total Outstanding Amount, Earliest Delivery Date
Pull overdue POs, calculate days overdue, and draft a supplier chase message
List all Xero purchase orders with status SUBMITTED or AUTHORISED where expected delivery date is before today — write PO number, supplier, amount, delivery date, and days overdue into the Overdue POs worksheet — in column F write a short message to each supplier referencing the PO number and asking for an updated delivery estimate
One prompt handles the filter, the calculation, and the message draft.
Try It
Get the 7-day free trial of SheetXAI and open your procurement workbook with Xero connected, then ask it to pull this week's open purchase orders. You might also want to read about exporting Xero contacts for supplier management or bulk creating invoices from an Excel workbook.