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After the integration

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Unleashed to Xero Workflow tutorial

 

Viewing the connection log

The Connection Log provides a list of every single action that has occurred during the integration process. For example, you can use the log screen to determine any issues that might occur during the integration process. This could include a validation error, or any other possible faults. You can use the Connection Log page to determine what the actual fault is, and then plan to fix accordingly. The logs only keep the last 7 days of activity.

Viewing in log levels

You can select the log level that you need to view for analysis. You have the choice of;

  • ERROR: Displays error type logs.
  • INFO: Displays general log information, such as products details being transferred.
  • ALL: Displays all log levels.

Field validation mappings

The following is a list of most of the field validations that are mapped during the Xero integration. All available information has been gathered to ensure you have the easiest integration possible.

Products are not sent to Xero. Also, Unleashed cannot send transactions to Xero if the contact record in Xero is archived.
The integration will update/ remove the tick from the "include in emails" checkbox against a contact record in Xero.

Customers & Suppliers

Unleashed Xero
Customer Name or Supplier Name Contact Name
First Name Primary Person/Name
Last Name Primary Person/Name
Email Address Email
Contact Postal Address Postal Address
Contact Physical address Physical Address
Phone Number Telephone Number
Fax Number Fax Number
Mobile Number Mobile Number
DDI Number Direct Dial Number
GST/VAT Number GST Number
Currency Default Currency

 

Postal Address

Unleashed Xero
Street Address or PO Box Street Address/PO Box
Town/City Town/City
State/Region State/Region
Country Country
Postal Code Postal / Zip Code

 

Physical Address

Unleashed Xero
Street Address Street Address
Town/City Town/City
State/Region State/Region
Country Country
Postal Code Postal/Zip Code

 

Credit

Unleashed Xero
Customer Name Contact
Credit Completed Date Date
Credit Number Credit Note#
Invoice Number Reference
Customer Currency Currency
Sub Total Sub total
Tax Total  total GST
Product Description Description
Qty Qty
Price Unit Price
Amount Subtotal
Tax Rate Tax Rate
*Reference Reference

* For Free Credit function only.

 

Supplier Returns

Unleashed Xero
Supplier Name From
Return Date Date
Supplier Return Number Reference
Currency Code Currency
Sub Total Subtotal
Tax Total Total GST
Total Total
Product Description Description
Qty Qty
Order Price Unit Price

 

Sales Invoices

Unleashed Xero
Customer Name To
Order Date Date
Due Date Due Date
Customer Reference Reference
Product Description Description
Sub Total  Subtotal
Tax Total Total GST
Total Total
Quantity Qty
Disc. Price Unit Price
Line Total Amount
Tax Rate Tax Rate
Invoice Number Invoice #

 

Stock Adjustments (including Stock Take), Stock Revaluation and Sales Shipments

When these transactions are created, a journal is sent to Xero and no field mappings are used. Instead,  just the Reference Number and Total Adjust values are used.

Unleashed Xero
Total Adjusted Quantity Total
The reference field on a journal in Xero is the transaction number of the transaction it relates to in Unleashed.

 

Purchases

Unleashed Xero
Supplier Name From
Order Date
Completed date is calculated based on Supplier's payment terms.
Due Date
Currency Code Currency
Sub Total Subtotal
Tax Total Total GST
Total Total
Product Description Description
Qty Qty
Price Unit Price
Line Total Amount

 

Summary of transactions between Unleashed & Xero

 The following is a list of transactions that can be made Unleashed once the integration is completed. It highlights what happens in Xero, when a transaction is made in Unleashed. The transactions are based on what is conveyed within the Unleashed menus.  

Purchases

Unleashed Xero
Purchase Order Completed Draft Payable (Purchase)
Supplier Adding supplier inside Unleashed adds the supplier as a contact in Xero. The contact will be marked as a supplier when you purchase from that supplier to create and complete purchase orders.
Supplier Return Once the user completes the Supplier Return, the credit note for the supplier is created in Xero. This is under Bills.

 

Inventory 

Unleashed Xero
Stock Adjustments Draft Stock Journal, A journal is created in Xero. These journals are created in the form of a Bill with the total balance of 0, i.e Debit shrinkage expense 100 and Credit Stock On Hand 100.
Stock Revaluation A journal is created in Xero. These journals are created in the form of a Bill with the total balance of 0.
Stock take Adjustment A journal is created in Xero. These journals are created in the form of a Bill with the total balance of 0.

 

Sales

Unleashed Xero
Completed sale order

Draft Receivable (Sales)

Draft Stock Journal

Customers Adding customer inside Unleashed adds the customer as a contact in Xero. The contact will be marked as a customer when you sell to that from customer to create and complete sales invoice.
Credit A credit note for the customer is created in Xero. If the Return box is checked, then a credit journal will also be sent.
Sales Shipment Sales journal inside of Xero.
Sales Invoice Draft Sales Invoice

 

How Xero and Unleashed will work together

If you have a demo Xero account, you can connect Unleashed to it, and view how the two systems are operating. Once you have done this, you may want to create purchase orders, sales orders, etc to see the interaction and information sent from Unleashed to Xero.

Steps Unleashed Xero
1 Purchases are created in Unleashed —for a stock quantity and stock value. Then, they are receipted in Unleashed. Once receipted, a draft bill is sent to Xero—this is both for the reconciliation of payment, and the Xero stock on hand account, which updates with the stock value.
2 Invoices are raised in Unleashed for your sales. Once sales invoices are completed, the stock is removed from Unleashed and an invoice is sent to Xero; this is used for the payment reconciliation. 
3 Shipment Journals are created A sales shipment journal is sent, which moves the stock value sold from your Stock On Hand account to your Costs of Goods Sold account.
4 Suppliers and Customers are created and updated in Unleashed. However, you can import some customer and supplier data into Unleashed from Xero. You can import customers / suppliers. Also there is an option that you can re-import the existing customers.
5 The integration allows:
  • one stock on hand account,
  • as many cost of goods sold account as you need, and
  • as many sales accounts as you need.
 
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