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  3. Xero Integration Guide

Xero after the integration setup

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Connection Log

The Connection Log allows you to review the updates that have been processed between Unleashed and Xero. It provides a list of every single action that has occurred during the integration process. You can use the log screen to identify any errors or issues that might occur when transactions attempt to export or customers and suppliers are synced, 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 mappings

The following is a list of the field validations that are mapped when your Xero account is integrated with Unleashed. 

NOTE: Product records are not synced or exported to Xero. 

Customers and Suppliers

Customer and Supplier contacts are synced with Xero individually based on the contact's email address. Each contact in Unleashed must have a unique email address in order to sync with Xero successfully. You cannot sync a Customer and Supplier with the same contact email address in Unleashed with a single contact in Xero. If a contact is both a Customer and Supplier to your business, you must create a unique Customer and Supplier record in Unleashed, to be managed as separate contacts in Xero. 

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

NOTE: The integration will update/ remove the tick from the "include in emails" checkbox against a contact record in Xero.

Postal and Physical 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

Sales Invoices

Unleashed Xero
Customer Name To
Invoice Date Date
Due Date Due Date
Customer Reference Reference
Product Description Description
Product Group Group
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 #

Credit

Unleashed Xero
Customer Name Contact
Credit 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
(For Free Credit function only.)		 Reference

Purchases

Unleashed Xero
Supplier Name From

Supplier Invoice Date
(If no Supplier Invoice Date, then the date of Receipt or Completion will be used, whichever comes first)

 Date
Currency Code Currency
Sub Total Subtotal
Tax Total Total GST
Total Total
Product Description Description
Qty Qty
Price Unit Price
Line Total Amount

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

Stock Adjustments (including StockTake), 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.

Summary of transactions between Unleashed & Xero

The following is a list of transactions that will be created in Xero when the Unleashed transaction is completed. 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.
Stocktake Adjustment A journal is created in Xero. These journals are created in the form of a Bill with the total balance of 0.

Journals created from a Stock Adjustment, Stock Revaluation or Stock Count will export to Xero with the default accounting tax allocated to your Unleashed account's 0% - No Tax (NONE) rate. To update the accounting tax allocated to your No Tax rate in Unleashed, go to Settings, Taxes and use the dropdown menu to select an alternative 0% tax rate. 

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 test how the two systems operate together. 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 the Invoice is completed, an invoice is sent to Xero and updates the relevant Sales accounts; this is used for the payment reconciliation. 
3 Shipment Journals are created Once the Shipment is Dispatched, a stock journal is sent, which moves the stock value sold from your Stock On Hand account to your Costs of Goods Sold account using the Dispatch Date.
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.
  

Unleashed to Xero Workflow tutorial video

 

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