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Xero after the integration setup

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Unleashed to Xero Workflow tutorial video

Connection Log

Field mappings

Data synced between Unleashed and Xero

 

Once you've setup the integration between Unleashed and Xero your transactions, Customers and Suppliers will sync from Unleashed to Xero as per your configuration settings. The following article describes how the integration will behave and how data will be mapped and synced. 

Unleashed to Xero Workflow tutorial video

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 Customer, Supplier and transaction data fields 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 Customer or Supplier field Xero contact field
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 or remove the tick from the "include in emails" checkbox against a contact record in Xero.

Postal and Physical Address

Unleashed Address Xero Address
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 Sales Invoice Xero Sales Invoice
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 Credit Note Xero Credit Invoice
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 Purchase Order Xero Bill to Pay
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 Supplier Return Xero Supplier Return
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

Xero Stock Journals

When Sales Shipments, Stock Adjustments, Stock Counts or Stock Revaluations are completed in Unleashed they generate a Stock Journal in Xero with no data field mappings. The Stock Journals will only include the transaction's order or reference number in it's journal reference and the total value being adjusted in the Stock on Hand and Cost of Goods Sold accounts. 

Unleashed Adjustment Xero Adjustment Journal
Total Adjusted Value Total

Data synced between Unleashed and Xero

The following is a list of transactions that will be created in Xero when the Unleashed transaction or record is completed. 

Tip: If you have a demo Xero account, you can connect Unleashed to test how the two systems operate together. Create, receipt dispatch and completed Purchase Orders and Sales Orders to see the interaction and information sent from Unleashed to Xero.

Transaction overview

Unleashed behaviour Xero behaviour
Purchase Orders receipted and completed in Unleashed increase  Stock on Hand quantity and Stock Value.  Upon receipt or complete in Unleashed, a draft Bill to pay is created in Xero to reconcile payment for the Supplier and to increase the Stock on Hand account's value.
Sales Invoices are completed in Unleashed for Sales Orders.  Completed Sales Invoices in Unleashed create an Invoice in Xero to reconcile payment from the Customer, increasing the configured Sales account's value. 
Sales Shipment dispatched in Unleashed for Sales Orders, decreasing stock quantity and value. Dispatched Sales Shipments in Unleashed create a Shipment Stock Journal in Unleashed, increasing the Cost of Goods Sold account and decreasing the Stock on Hand account by the shipped stock's total value. 

Suppliers and Customers created and updated in Unleashed.

Alternatively, new Customers or Suppliers in Xero can be imported to Unleashed too. 

 Every Customer or Supplier created or updated in Unleashed will sync to Xero to create or update the Xero contact's record, using the Customer or Supplier's contact email address as the unique identifier per contact. 

Purchases

Unleashed Purchase Order update Xero behaviour
Purchase Order Completed or Receipted A Bill to Pay is created in Xero, per Supplier, increasing the Stock on Hand account's value.
Completed Supplier Return  A Credit Bill to Pay is generated for the Supplier, removing value from the Stock on Hand account.
Supplier

Creating a Supplier in Unleashed will create a new contact in Xero. The contact will be marked as a supplier when a Bill to Pay is generated for them.

Suppliers updated in Unleashed will update the existing contact in Xero, based on the email address matching across both platforms.

Inventory

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 Accounting Tax dropdown menu to select an alternative 0% tax rate. 

Unleashed Stock Adjustment update Xero behaviour
Stock Adjustments Draft Stock Journal is created in Xero. These journals are created in the form of a Bill with the total balance of 0, where Stock on Hand is debited and Cost of Goods Sold is credited equally. 
Stock Revaluation Draft Stock Journal is created in Xero. These journals are created in the form of a Bill with the total balance of 0, where Stock on Hand is debited and Cost of Goods Sold is credited equally.
Stock Count (Stock Take) Adjustment Draft Stock Journal is created in Xero. These journals are created in the form of a Bill with the total balance of 0, where Stock on Hand is debited and Cost of Goods Sold is credited equally.

Sales

Unleashed Sales Order update Xero behaviour
Completed Sales Invoice Sales Invoice is created in Xero, increasing the Sales account.
Dispatched Sales Shipment Sales Stock Journal is created in Xero, crediting the Cost of Goods Sold accounts and debiting the Stock on Hand account equally. 
Completed Credit Note

A Credit Invoice is created for the Customer in Xero, decreasing the Sales account.

If the Return option is ticked in Unleashed a Stock Journal is created to increase the Stock on Hand account's value. 
Customers

Creating a Customer in Unleashed will create a new contact in Xero.

Customers updated in Unleashed will update the existing contact in Xero, based on the email address matching across both platforms.
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