Xero Integration Setup
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George Sutton
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Install Xero on Unleashed
To connect Xero to Unleashed, follow the below steps:
- From the main menu, go to Integration, Integration Store and select Xero.
- Click Overview and click on the Install App.
- You will be redirected to a new browser page, requiring Xero login details. Once the details have been successfully provided you'll be redirected back to Unleashed to setup the Configuration options.
NOTE: Only one Xero account can be integrated to an Unleashed account at a time.
Configuration
Link your Xero accounts to Unleashed
| Unleashed account type | Xero account type | Description |
|---|---|---|
| Sales | Revenue | The Sales Account selection should be the primary sales account in your Xero Profit & Loss. All completed Sales Invoices and Sales Credits in Unleashed will have the transaction lines coded to the Xero sales account (you can set up overrides on the product and customer level). |
| Cost of Goods Sold (COGS) | Direct Cost | The Cost of Goods Sold Account selection should be your cost of goods sold account in your Xero Profit & Loss. All Sales Shipment and Credit journals sent to Xero will be coded to Cost of Goods Sold account and the Stock on Hand account. |
| Stock on Hand | Current Asset | The Stock On Hand Account selection should be your stock on hand account in your Xero Balance Sheet. All Purchase Orders and journals sent from Unleashed will be coded to this account. |
For more details on managing your accounts in Xero, see Chart of Accounts in Xero.
Once the Chart of Accounts have been created in Xero, use the dropdown menu fields available in the Configuration page to allocate the default Sales, Cost of Goods Sold (COGS) and Stock on Hand (SOH) accounts that Unleashed will export to.
Chart of accounts hierarchy
You can choose to override the default Chart of Accounts selected in the Configuration page on a product and/or customer level, or directly on the transaction itself for Charge Lines, before completing an invoice for it. Unleashed has an account hierarchy which follows as below:- Accounts specified in a Product take precedence.
- If no account is specified in a product, the Customer's account will apply.
- If no account is specified in the product or customer, the default account in the Configuration page will apply.
NOTE: The Sales and COGS account fields cannot be blank in a product or customer's record. If a specific account is not required, select the "Default Sales Account" or "Default Cost of Goods Sold" option from the dropdown menu's available.
Examples:- If you have set up a sales account against your customer and you also have a sales account set up against the products added to that sales order, the customer's sales account will be overridden by the accounts selected in the products.
- If a product has the "Default Sales Account' selected, but the customer has a specific sales account, the customer's sales account will override the product's "Default Sales Account".
NOTE: If you have any issues with selecting the wrong account on a completed transaction in Unleashed, you can manually change the account on the invoice once this has exported to your Xero. However, it is important to keep the above hierarchy in mind when creating any processes, as any changes to the account made in Xero won't retrospectively change what was selected in Unleashed originally.
Setup your Xero taxes
The taxes in your Xero account need to be mapped to taxes in Unleashed to ensure a successful export of transactions in real time. The easiest way to do this is to let Unleashed automatically sync them, however you also have the option to set them up manually too:
- AUTO SYNC TAX CODES: Automatically sync tax codes from Xero to Unleashed by clicking "AUTO SYNC TAX CODES". The integration will create a matching tax in Unleashed from Xero and these will automatically be mapped to Xero's tax codes.
- Let me manually do this: Select the "Let me manually do this" link and you will be directed to Unleashed's Taxes page. Here, you can manually create a tax in Unleashed and map it to a tax in Xero. For more details, see Taxes.
What exports to Xero?
Enable the required options from the Sales, Purchasing, and Production sections. Select/deselect the toggle to enable or disable the options. Click Configure within each tab to expand the headers for advanced configuration options and click on Save Configuration to apply the changes.
Sales
| Sales Configuration | Description | Configurable options |
|---|---|---|
| Export Sales | When enabled, creates a Sales Invoice in Xero. |
|
| Export Credits | When enabled, creates a Credit Invoice in Xero. |
|
| Export Customers | When enabled, creates and updates Customers in Xero from Unleashed's primary customer contact. | Send customer code to Xero account number:
|
| Export Customer Contacts | When enabled, creates and updates up to 5 additional customer contacts in Xero from Unleashed. | No configurable options available. |
| Export Sales Journals | When enabled, creates a stock journal from dispatched Shipment in Unleashed. |
|
| Export Credit Journals | When enabled, creates a stock journal when stock is returned in a Credit Note in Unleashed. |
Export Status: Use the dropdown menu to select the status Credit stock journals are exported to Xero as:
|
Purchasing
| Purchasing configuration | Description | Configurable options |
|---|---|---|
| Export Purchases | When enabled, Purchase Orders will export as a Bill to Pay in Xero. |
|
| Export Purchase Costs | When enabled, Costs on a Purchase Order will export as a Bill to Pay in Xero. |
Export Status: Use the dropdown menu to export Purchase Costs to Xero as either:
|
| Export Supplier Returns | When enabled, Supplier Returns will export as a Credit Bill to Pay in Xero. |
Export Status: Use the dropdown menu to export Supplier Returns to Xero as either:
|
| Export Supplier Return Costs | When enabled, Costs on a Supplier Return will export as a Credit Bill to Pay in Xero. |
Export Status: Use the dropdown menu to export Supplier Return Costs to Xero as either:
|
| Export Suppliers | When enabled, creates and updates Suppliers in Xero from Unleashed's primary supplier contact. | No configurable options available. |
| Export Supplier Contacts |
When enabled, creates and updates up to 5 additional supplier contacts in Xero from Unleashed. |
No configurable options available. |
| Export Supplier Return Journals | When enabled, creates a stock journal when stock is returned on a Supplier Return. |
Export Status: Use the dropdown menu to export Supplier Return Journals to Xero as either:
|
| Export Recost Adjustment Journals | When enabled, a stock journal is created when additional costs are included on a Receipted Purchase Order. |
Export Status: Use the dropdown menu to export Recost Adjustment Journals to Xero as either:
|
| Export Stock Take Journals | When enabled, creates a stock journal from completed Stock Counts in Unleashed. |
Export Status: Use the dropdown menu to export Stock Take Journals to Xero as either:
|
Production
|
Production configuration |
Description | Configurable options |
|---|---|---|
| Export Adjustment Journals | When enabled, creates a stock journal in Xero from completed Stock Adjustments. |
Export Status: Use the dropdown menu to export Adjustment Journals to Xero as either:
|
| Export Assembly Costs | When enabled, creates a Bill to Pay in Xero from Supplier costs added to an Assembly. |
Export Status: Use the dropdown menu to export Adjustment Journals to Xero as either:
|
| Export Assembly/Disassembly Journals | When enabled, creates a stock journal in Xero from completed Assemblies or Disassemblies. NOTE: only applies to Assemblies or Disassemblies using Never Diminishing products as components. |
Export Status: Use the dropdown menu to export Adjustment Journals to Xero as either:
|
Advanced Features
Enable Customer Credit Limits
The Credit Limits feature allows you to enable a credit limit for your customers in Unleashed. It will then automatically sync and update the value of the customers outstanding invoice balance from Xero. For more details on using the Customer Credit Limit see Xero Customer Credit Limits.
Enable Tracking Categories
Enabling Tracking Categories allows you to select which additional data you want passed to Xero’s Tracking Categories to enhance your Profit & Loss reporting. For more details on using the Customer Credit Limit see Xero Tracking Categories.
Manage your Data
Import and sync your Xero data to Unleashed, in just one click. Select the Import Now button on the respective data set to sync any new records or update existing records from Xero:
- Import Customers
- Import Suppliers
- Import Taxes
NOTE: If you have created new accounts in Xero but they have not automatically synced to be available in Unleashed, contact the support team or Submit a request in the Support Portal.
Export Data
The Export Data page enables you to review any variances between Unleashed and Xero and manually export outstanding transactions, customers or suppliers.
By default, the Export Data page will be filtered with a date range of one day, but you can use the date field provided to filter for a custom dates. The date filter applies to each transaction tab's date field.
Similarly, you can filter the transactions displayed in each tab by ticking the Only Show Problem Exports checkbox. When ticked, only transactions that have failed to export or have not attempted to export to Xero in the given date range will be displayed.
To manage the reconciliation between Unleashed and Xero, the Export Data page is broken down into tabs per transaction or record type:
- Sales Invoices
- Purchase Orders
- Purchase Costs
- Assembly Costs
- Supplier Returns
- Supplier Return Costs
- Credit Notes
- Customers
- Suppliers
- Journals: Use the dropdown filter to display a specific journal type:
- Sales Journal
- Credit Journal
- Stock Adjustment (IN)
- Stock Adjustment (OUT)
- Supplier Return Journal
- Recost Adjustment Journal
- Dis/Assembly Journal
At the top of the Export Data page, an overview of the selected tab's exported data displays the following:
- Total Count: Number of transactions or records displayed in the selected date range.
- Total Balance: The sum total value of all Unleashed transactions displayed in the selected date range.
- Total Variance: The sum total variance between Unleashed's transaction totals and their exported transaction totals in Xero.
- Variance Count: Number of transactions with a variance in value between Unleashed and Xero.
- Total in Xero: The sum total value of all Xero transactions exported from Unleashed in the selected date range.
Reconcile transactions
The Sales Invoices, Purchase Orders, Purchase Order Costs and Recost Adjustment Journals tabs in the Export Data page will automatically update to display each transaction's current Xero Total and a link to view the transaction in Xero. However, the remaining transaction tabs require a manual reconciliation to populate a Xero Total and viewing link per exported transaction.
To manually reconcile the transactions between Unleashed and Xero and review any variances, see the below steps:
- Open the Export Data tab in the Xero integration with Unleashed.
- Select a transaction tab, e.g. Credit Notes.
- Click on the date range field and select a date range, no greater than 31 days.
- Click on the Reconcile Transactions button.
- A notification will appear in your task bar, in the top right corner of Unleashed, confirming the reconciliation is in progress:
- Orange circle: In progress.
- Red cross: Reconciliation failed.
- Green tick: Reconciliation completed.
- Refresh your web browser page, re-selecting the transaction tab and date range.
- The totals that exist in Xero for each exported transaction will show in the Xero Total column. Any variance between the Xero Total and Total (Unleashed's Total) displays in the Variance column.
A hyperlink to the transaction Xero will show in the View column.
Any variances you find can be investigated and the transaction re-exported if needed, using the Export link in each tab's grid. For advice on investigating variances with Xero please see, Check for variances between Unleashed and Xero.
Connection Log
Use the Connection Log to review any data exchange activities between Unleashed and Xero and fix errors, if any. The logs record only the last 7 days of activity and the following filters can be used on the Log Level:
- ALL: displays both 'ERROR' and 'INFO' logs
- INFO: displays any completed actions such as synced Customer or Supplier records or successfully exported transactions.
- ERROR: displays any failed exports or syncs and the Log message would suggest what action to take to fix it. If you are unsure on how to resolve these, Submit a request in the Support Portal.