Xero before the integration setup
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George Sutton
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Why integrate Xero with Unleashed?
Once Unleashed is fully integrated with Xero, you can benefit from increased efficiency and accuracy. Our seamless integration ensures that no re-keying of information is needed and accounting data is preserved.
Benefits include
- Intuitive setup: Simply connect Unleashed to a nominated Xero company at the push of the button.
- Payable updates: Integrate all suppliers and supplier transactions Unleashed sends Xero payable transactions for payment and reconciliation as you receipt stock.
- Receivable updates: Real time customer and customer transaction integration The second you complete sales in Unleashed we tell Xero your customer owes you money.
- Perpetual stock updates: Real time accounts integration Unleashed updates Xero in real time.
- Contacts: Real time synchronization of contacts.
- Reconciliation: Easy to use reconciliation tools. It is essential to keep both Unleashed and Xero data matching.
What is Xero?
Xero is easy to use online accounting software that is designed specifically for small businesses.
- It's all online, so you can work when and where you want to. Just login with your PC, Mac or mobile.
- Your bank statements are automatically imported and categorized, letting you see your cash-flow in real-time.
- Invite your team and work together on financials. You can collaborate over your up-to-date numbers.
- Xero has all you need to run your business - including invoicing, paying bills, sales tax returns, reporting and much more.
What happens when Xero is integrated with Unleashed?
- Ability to monitor progress of the connection status.
- Export Sales Invoices from Unleashed to Xero.
- Export Purchases from Unleashed to Xero.
- Export Supplier Returns from Unleashed to Xero.
- Export Credits from Unleashed to Xero.
- Export Customers from Unleashed to Xero.
- Export Suppliers from Unleashed to Xero.
- Export Sales journals from Unleashed to Xero.
- Export Credit Journals from Unleashed to Xero.
- Export Assembly/Disassembly Journals for never diminishing products
- Export Adjustments from Unleashed to Xero.
The following diagram illustrates what Unleashed data can be exported after the integration is configured.
The integration flow
What information is shared between Xero and Unleashed?
Automatic imports from Xero to Unleashed
- Taxes
- Chart of Accounts
The Chart of Accounts created in your Xero account will automatically sync with Unleashed once integrated, and will continue to sync whenever changes or new additions are made. Similarly, Taxes that exist in Xero will automatically sync to Unleashed, however they can also be manually triggered to re-import at any time.
Manual imports from Xero to Unleashed
- Customers
- Suppliers
You can optionally import or re-import Customers and Suppliers from Xero to Unleashed, if required. When the data is imported, the integration will aim to update existing records in Unleashed if they have a matching Display Name or email address. However, if the fields do not match Unleashed will create a new Customer or Supplier upon import from Xero.
Exports from Unleashed to Xero
Users can select what is exported from Unleashed to Xero on the configuration page, including:
- Customers
- Suppliers
- Sales Invoices
- Purchase Orders
- Journals (Shipment, Adjustment, Sales, Credit)
- Customer Credits
- Supplier Returns.
Integration flow descriptions
All changes made to Customers and Suppliers in Unleashed automatically export to Xero. For Sales, Credits, Purchases, Supplier Returns, and Adjustments, only export from Unleashed to Xero when completed and the configuration setting is enabled. Changes made to Xero transactions that have already exported will not sync back to Unleashed, which can lead to variances between both systems.
Refer to the list below for more information:
- Customers: New Customers export to Xero upon creation in Unleashed, whilst updates to existing Customers will sync to Xero once they're saved.
- Suppliers: New Suppliers export to Xero upon creation in Unleashed, whilst updates to existing Suppliers will sync to Xero once they're saved.
- Sales Invoices: Export to Xero as an Invoice only when they have the status of "Completed".
- Credits: Export as a credited Invoice to Xero only when they have the status of "Completed".
- Purchases: Export to Xero as a Bill to Pay when they have the status of "Receipted". If additional costs are added to the Receipted PO, an additional Bill to Pay will be created in Xero when the PO is at the status of "Completed".
- Supplier Returns: Export to Xero as a credited Bill to Pay only when they have the status of "Completed".
- Adjustments: Export to Xero as an adjustment journal if a change in stock value has occurred when the Assembly or Stock Adjustment has a "Completed" status.
For more details, see Xero Integration Setup.
Stock On Hand values
When you first integrate Unleashed and Xero, the Stock on Hand (SOH) value within Unleashed does not export across to Xero. Therefore, the initial SOH value needs to be manually adjusted via a stock journal entry directly into your Xero account; this manual adjustment needs to occur against the default Stock On Hand account selected within your Xero Configuration in Unleashed.