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Xero Integration FAQs

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What are the ways in which the Xero integration can be turned off?

Why does the Stock Journal value differ from the Sales Invoice?

How do I find missing invoices in Xero?

Which Xero accounts are affected by Unleashed transactions?

Which dates can I choose for Purchase Orders to be sent to Xero with?

What COGS account does a Stock Adjustment use?

How many contacts can Unleashed sync to Xero, per customer?

Which Unleashed contact is the default contact in Xero?

Why does the Export Data tab show a variance and no Xero link to the transaction when is has an Exported status? 

Why am I seeing duplicate Purchase Order Cost bills in Xero?

Which dates can I choose for Sales Invoices in Unleashed to export Xero with?

What does the Archived Contact error message mean?

What happens to the Stock Balance value in Xero when a Purchase Order export's as a Draft status?

What dates are included in Unleashed's Purchase Orders and how do they effect Xero?

What are the ways in which the Xero integration can be turned off?

There are 3 ways in which the Xero integration's connection can be broken and subsequently stop any further updates from syncing or exporting between Unleashed and Xero: 
  1. Turning off the Integration status toggle
    • This will simply turn off the integration while still keeping your Xero configuration 
    • Used for basic troubleshooting or refreshing of the integrationScreen_Shot_2021-09-16_at_9.29.41_AM.png

  2. Uninstalling the Xero app from Unleashed 
    • This will disconnect the integration as well as the Xero configuration.
    • Used for moderate to critical troubleshooting cases and if the integration requires a complete disconnect.

      NOTE: This step will clear your current Xero configuration settings in Unleashed. Please take note of your current settings before uninstalling the app (take a screenshot if possible).

  3. Disconnecting Unleashed from within Xero
    • In the event where Unleashed is removed as an integrated app from with Xero, this will deactivate the integration in Unleashed. 
    • If the Xero integration is broken from Xero's side, an error message will show in your Connection Log to confirm this. For more details, see the Connection Log section in Xero Integration Setup.

Each of the above instances can be used to help resolve mapping errors or syncing issues with your current Xero integration. We would always recommend trying to refresh your Xero integration using each of the above options in the order they're listed above.

If you have any issues with your Xero integration, Submit a request in the Support Portal.

Why does the Stock Journal value differ from the Sales Invoice?

The value shown in a Stock Journal in Xero represents the total cost/value of the stock on hand that was used to fulfil the Shipment, whereas the Sales Invoice will represent the price charged to the Customer for the sale of the ordered stock.

How do I find missing invoices in Xero?

If you've completed a Sales Invoice in Unleashed but have not been able to locate it in Xero it has most likely failed to export successfully. To resolve this follow the below process:

  1. Go to the Manage Xero Queue page (opened from the View Failed Exports banner at the bottom of your Unleashed page)
  2. Review the Failed Export list to see if the Invoice Number is listed. If it is, review the Export Error and Action Required fields to troubleshoot the issue and select Export to try exporting it. 

If you have any queries regarding errors shown within your Xero integration, Submit a request in the Support Portal.

Which Xero accounts are affected by Unleashed transactions?

Purchase Orders export to Xero as a Bill to Pay when they are Receipted and Completed in Unleashed.

Unleashed action Xero Xero Account affected

Purchase order Receipted/Completed

Bill to Pay Stock on Hand account (increases)
Purchase Order Completed with additional Cost Lines Bill to Pay (Re-cost Journal) Stock on Hand account (increases)
Supplier Return Bill to Pay (Credit) Stock on Hand account (decreases)

When a Sales Invoice is Completed an Invoice is created in Xero. Similarly, when a Sales Shipment is Dispatched in Unleashed a Sales Journal is created in Xero. 

Unleashed action Xero Xero Account affected
Sales Invoice Completed Invoice Sales account (increases)
Sales Shipment Dispatched Sales Journal
  • Cost of Good Sold account (increases)
  • Stock on Hand account (decreases)
Credit Completed (Return unticked) Invoice (Credit) Sales account (decreases)
Credit Completed (Return ticked) Invoice (Credit)
Credit Journal 
  • Sales account (decreases)
  • Cost of Good Sold account (decreases)
  • Stock on Hand account (increases)

When an Adjustment or Assembly is Completed in Unleashed which increases or decreases the total stock value of your Stock on Hand an adjustment journal will be created in Xero.

Unleashed action Xero Xero Account affected
Assembly/Disassembly
(no Never Diminishing components or Supplier Costs)
NONE NONE
Assembly 
(including a Never Diminishing components)
Assembly Journal
  • Stock on Hand account (increases)
  • Expense account (decreases)
Disassembly
(including a Never Diminishing components)
Disassembly Journal
  • Stock on Hand account (decreases)
  • Expense account (increases)
Assembly 
(including Supplier Costs)
Bill to Pay Stock on Hand account (increases)
Stock Adjustment IN Adjustment Journal Stock on Hand account (increases)
Stock Adjustment OUT Adjustment Journal Stock on Hand account (decreases)

For more details, see Xero After the integration

Which dates can I choose for Purchase Orders to be sent to Xero with?

The Supplier Invoice Date that's given on your Purchase Order will be the date that's exported to Xero's equivalent Bill to Pay, at the point of receipt or completion in Unleashed. If the Purchase Order is receipted and additional costs are added at a later date, a second Bill to Pay will be exported to Xero with the Cost Line's Cost Date as the date. Similarly, if the Purchase Order is receipted and completed in one action, with Cost Lines in included, if the Cost Date differs from the Supplier Invoice Date but they both advise the same Supplier, two Bills to Pay will be exported to Xero; 
  • Purchase Order's Bill to Pay with the Supplier Invoice Date
  • Purchase Order Cost's Bill to Pay with the Cost Date
If the Supplier Invoice Date is left blank in a Purchase Order, the date the Purchase Order is updated to Receipted status in Unleashed will be the date that exports to the Bill to Pay in Xero. 

What COGS account does a Stock Adjustment use?

By default, Unleashed will automatically allocate your Xero integration's default Cost of Goods Sold (COGS) account as the selected account in your Stock Adjustment. If the default COGS account isn't appropriate for the Stock Adjustment you can update it in the Stock Adjustment directly by selecting as appropriate in the Account drop-down menu, whilst the Stock Adjustment is in Parked status. 

You can manage your Xero integration's default accounts in the Configuration page. For more details, see Xero Integration Setup.

How many contacts can Unleashed sync to Xero, per customer?

The Xero integration is able to sync up to 5 customer contacts with Unleashed can send up to 5 contacts per customer record from Unleashed. To ensure multiple contacts are exporting and syncing with Xero you will need to enable the Export Customer Contact option your Xero Configuration setting. For more details, see Xero Integration Setup.

NOTE: If the Export Customer Contact setting is disabled only the primary contact in Unleashed is synced for the customer in Xero.

Which Unleashed contact is the default contact in Xero?

The default contact in Xero is the Primary contact in Unleashed's customer record. Any additional contacts in the Unleased customer will export as secondary contacts to Xero, under the same customer record if the Export Customer Contact setting is enabled with the Xero configuration settings. 

To view the secondary contacts in Xero, click the Edit button

Why is there a difference between my Stock on Hand Enquiry's Total Stock Value and my Stock Balance in Xero? 

Discrepancies between your Total Stock Value in Unleashed and your current Stock Balance in Xero can be caused by a number of different things:

  • The Stock Value and Stock Balance didn't match initially.
    • Check the opening balances in Xero and in Unleashed.
  • Transactions were manually deleted in Xero
    • Check the 'export data' tab for a full total variance.
  • Manual journal entries were created in Xero
    • Check for manual journals not coming from Unleashed.
  • Journals that have not been approved in Xero
    • Check 'drafts' in Xero and approve.
  • Journals have not been sent across to Xero
    • Check the 'Export data' tab in Unleashed and run a reconciliation toto export any missing or failed export.
  • Dates have been changed on the journal in Xero
    • Check journal dates and compare to Unleashed.
    • Find last time SOH matched.

It's best practice to review the Xero integration and check your balances match across Unleashed and Xero to ensure all data's exported and consistent for both platforms. For more details, see How to Reconcile Unleashed and Xero.

Why does the Export Data tab show a variance and no Xero link to the transaction when is has an Exported status? 

There are two instances in which the Export Data tab will show an Exported status but a variance and no link to the transaction in Xero:

  1. If the transaction had successfully exported to Xero but had since been deleted, there will no longer be an active link to the transaction in Xero and similarly no record of it's value. To resolve this. in Xero restore the transaction and then in Unleashed select the Reconcile Transactions button.
  2. If a transaction already exists in Xero with the same reference number, Xero will assume the existing transaction aligns with the matching reference in Xero, thus updating to Exported status. However, as the integration didn't generate the transaction in Xero it's not able to provide a link to the transaction in Xero. To resolve this, edit the existing transaction's reference number in Xero so that it's unique and then in Unleashed re-export the transaction.

Why am I seeing duplicate Purchase Order Cost bills in Xero?

If you have multiple Cost Lines added to your Purchase Order, with various Suppliers, Costs Dates and References, each iteration will generate a Bill to Pay in Xero, the sum of which will equal your Purchase Order's total. As such, the Bills to Pay that are generated aren't actually duplicates, they as portions of the same Purchase Order specific to the Supplier the cost is attributed to, the Cost Date the Cost Line was added for and any further context provided for the charge via it's Reference comments. The intention for this behaviour is to provide traceability for any additional costs added to a Purchase whilst still providing flexibility for their management within Xero.  

However, if you edit a Bill to Pay in Xero by changing it's Cost Date or Reference, after it's exported from Unleashed, you are able to re-export the original Purchase Cost from Unleashed again and thus create another Bill to Pay in Xero, which would be a duplicate. It's therefore best practice not to re-export a Purchase Cost from Unleashed unless absolutely necessary.


Which dates can I choose for Sales Invoices in Unleashed to export Xero with?

The Sales Invoice's Invoice Date is what will export to the subsequent Invoice that's generated in Xero, when it's completed in Unleashed. You can set either the Order Date or the Created Date as the auto-populated date for the Invoice, but you can also manually edit the Invoice Date whilst the Sales Invoice is in Parked status. To set the default Invoice Date, see the Invoicing tab in Company Settings

  • Order Date: Allocates the Sales Order's Order Date as the Invoice's Invoice Date. By default, the Sales Order's Order Date populates with the date the Sales Order was created but can be edited whilst the Sales Order is open. The Invoice Date will not change if the Order Date it updated after the invoice has been created.
  • Created Date: The Invoice Date will be populated from the date the Sales Invoice was created.

NOTE: You can find the Sales' Order Date within the Sales Invoice page:


If you require the Invoice and Order date to match in Unleashed, our recommendation would be to create the Order then Complete it's Sales Invoice on the same day. This process will however depend on your business workflow and may not be suitable for all cases. 

What does the Archived Contact error message mean?

When a customer or Supplier record in Unleashed is synced with Xero, if that contact has been deleted, merged or archived in Xero it will flag as an Archived Contact and will fail to sync. This can subsequently cause transactions such as Sales Invoices to fail to export to Xero.

Any contacts returning an Archived Contact error message in Unleashed will need to be either restored or unmerged in Xero before the contact and subsequent transaction can be exported successfully.

For more details on managing archived or merged contacts in Xero, see Archive or restore contacts.

What happens to the Stock Balance value in Xero when a Purchase Order export's as a Draft status?

Whilst the Bill to Pay in Xero is in Draft status it'll appear as a variance between Unleashed and Xero's stock value balances. This variance will be reconciled once the Bill to Pay is marked as Approved or Paid.

What dates are included in Unleashed's Purchase Orders and how do they effect Xero?

  • Order Date: The Order Date in an Purchase Order, by default, populates as the date you've first created the Purchase Order in Unleashed, but it can be edited at any time prior to the Purchase Order being Completed. The Order Date does not export to Xero.
  • Delivery Date: The Delivery Date is an editable date field available on a per order and per order line basis, in a Purchase Order. The Delivery Date enables you to advise the date by which you expect your purchased stock to get delivered to you. By default, the Delivery Date populates as Order Date plus any Lead Time advised in the Supplier or Product's records. The Delivery Date does not export to Xero.
  • Supplier Invoice Date: The Supplier Invoice Date that advises when the Purchase Order is due to be paid for, in line with your agreement with the Supplier. Th Supplier Invoice Date initially populates as the date you've created the Purchase Order but can be edited at any time until the Purchase Order is Receipted. The Supplier Invoice Date does export to Xero.
  • Cost Date: The Cost Date on a Purchase Order is the date attributed to the additional costs that have been added in the Purchase Order. The Cost Date will initially populate as the date the cost was added to the Purchase Order but can be edited at any time until that Cost as exported to Xero. The Cost Date does export to Xero. 
  • Receipted Date: The Receipted Date is the date the Purchase Order was Receipted in Unleashed and therefore exported a Bill to Pay in Xero. The Receipted Date does not export to Xero.
  • Complete Date: The Complete Date is the date the Purchase Order is updated to Complete status in Unleashed and is the date that a Bill to Pay is created in Xero if there are any additional costs have been exported to Xero, since it was originally receipted. The Complete Date does not export to Xero.

    When reviewing stock movements in Unleashed, specifically in respect to Purchases, we recommend using the Receipt Date as a filter for any given period of time. The Receipt Date is the date Stock on Hand in Unleashed is updated and is the most accurate way to determine when stock was physically received. 

NOTE: It is not possible to edit or manually advise the Receipted or Complete dates fore a Purchase Order. 

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