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Using Xero with Unleashed

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Page Contents:

Creating Custom Contact Links in Xero

Managing Xero Invoices from Unleashed

View Xero Invoices from the Export Data tab

View Xero Invoices from Sales Invoices

View Xero Invoices from Sales Orders

View Unleashed Invoices from Xero

Emailing Xero Invoices from Unleashed

View Failed Exports

Manage Xero Queue

Xero Deposits and Prepayments

Xero Integration's Best Practices Video

Helpful Links: 

How to Reconcile Unleashed and Xero

Xero Connection Log & Common Errors

Creating Custom Contact Links in Xero

From Xero, you can implement a link per customer contact that will allow you to be redirected to the matching customer record in Unleashed. 

To create custom contact links in Xero, see the following steps:

  1. In Xero, go to Settings | General Settings | Custom Contact Links.
  2. Click Add A Custom Link. 
  3. In the Name column, type the name (for example: View in Unleashed) for the custom contact link.
  4. In the Link Definition column, type https://go.unleashedsoftware.com/v2/Accounting/XeroContact/{!CONTACTID}.
  5. Click Save. 
  6. Go to Contacts | All Contacts and open any synced record.
  7. The custom link to open the Unleashed record will be displayed in the Contact Details area.

Managing Xero Invoices from Unleashed

When Xero is connected with Unleashed, you can jump to the invoice in Xero from the Export Data tab, Sales Invoice or Sales Order in Unleashed and further use Unleashed to send the customer their Xero from Invoice. This is ideal for users that need to check their invoices throughout their sales process and provides you with the ability to have more transparency.

Make sure you are connected to Xero and have Invoices enabled before performing this task. For more details, see Xero Integration Setup.

View Xero Invoices from the Export Data tab

  1. Go to Integration | Xero | Export Data
  2. Select the Sales Invoices tab
  3. Use the date field to set a date range to filter the list of exported Sales Invoices 
  4. In the View column, select Xero along the appropriate Sales Invoice line
  5. a new browser window will open into the connected Xero account, showing the selected Sales Invoice. 

View Xero Invoices from Sales Invoices

In a Sales Invoice in Unleashed, if the transaction has exported successfully the Xero logo will show next to the View Order button in the top right of the Sales Invoice's page. Click on the Xero logo and a new browser window will open, showing the Sales Invoice in your Xero account. 

View Xero Invoices from Sales Orders

In a Sales Order in Unleashed, you can confirm a Sales Invoice has successfully exported to Xero by navigating to the Invoices tab in the order. In the Link column a Xero logo will show if the invoice has successfully exported. Click on the Xero logo to open the invoice in your Xero account.

View Unleashed Invoices from Xero

This feature within Xero enables a direct link from a Xero Sales Invoice to the corresponding Unleashed Sales Invoice. To use this function, follow the below steps:

  1. In Xero, in an Invoice click on the Switch to new Invoicing link at the bottom of the page
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  2. Xero will update to show a Go to Unleashed Software link at the bottom of your invoices, select this link
    b35c6662-57c8-4425-9c7b-acab78f2ca6c.png

  3. You will then be directed to Unleashed in a new browser window, opening on the matching Sales Invoice.
    081d6648-bd33-4f66-910d-1d68e4220287.png

NOTE: Currently, this link only appears on Xero’s Sales Invoices, but not for Credit Notes, Purchase orders or Stock Journals.

Emailing Xero Invoices from Unleashed

From Unleashed you can send Xero's invoices to your customers, subsequently saving your team time and effort during the sales process. Points to note about using the Email Xero Invoice are listed below:
  • To use the Email Xero Invoice option, go to the Sales Order and in the Invoices tab hover over the Action Cog and select Email Xero Invoice.
  • Email Xero Invoice will only show as an option to select if your Xero integration is active and the Sales Invoice has successfully exported.
  • The Xero invoice email will be sent from the Unleashed account owner's email address, the same user who enabled the Xero integration.
  • The Xero Invoice's status must be either Submitted, Authorised, or Paid.
  • The Customer Contact email must be a valid email address.

View Export Data

Review the data that has attempted to sync and export to Xero using the Export Data tab in your Xero integration. This page will allow you to view the export status of your completed transactions for any given date range, further assisting you in reconciling Unleashed with your Xero accounts. 

  1. From the main menu, go to Integration, Integration Store and select the Xero tile.

  2. Click on the Export Data tab.

  3. Use the tabs available to review the specific transaction or record types that have exported from Unleashed to Xero. 

For more details on using the Export Data tab, see Xero Integration Setup: Export Data.

View Failed Exports

To help you manage your Xero integration, Unleashed shows a blue status banner at the bottom of most Unleashed pages to highlight any failed exports that need to be addressed.

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Within the banner you're shown:

  • Xero Export Queue: This advise the number of transactions that are currently attempting to export to Xero from Unleashed.
  • Failed Export(s): This advises the number of transactions that have failed to export to Xero successfully.
  • Refresh Icon: Select the circular arrow icon to update the Xero Export Queue and Failed Export(s)'s counts.
  • View Failed Exports: A hyperlink that will direct you to the Manage Xero Queue page, which provides a comprehensive list of the Export Queue and Failed Exports. 
  • Check Connection: A hyperlink that will direct you to the Manage Xero Queue page, which provides a comprehensive list of the Export Queue and Failed Exports. 

Manage Xero Queue

Once you click View Failed Exports or Check Connection, you're taken to the Manage Xero Queue page, which loads a list below of all your failed exports and the relevant information. The information you get is detailed below.

Header Description
Failed Export This is the type of record or transaction that failed to export, e.g. Customer or Sales Invoice.
Exported Item This is the code or reference number for the specific record or transaction that failed to export, e.g. Customer Code, Supplier Code, Invoice Number.
The Exported Item is hyperlinked, so you can select it and you'll be re-directed to the record or transaction in Unleashed.
Export Error This is the error message that is triggered when the item fails to export. It provides a reason as to why the item failed to export so that you can troubleshoot to resolve and re-export successfully.
Action Required This is what Unleashed recommends as the action required to get this resolve the error and successfully re-export. Usually it will be as easy as clicking export again.
Export This is a clickable field that will trigger a re-attempt at exporting the item.
Delete This is a clickable field that will remove the export attempt from the Failed Xero Exports list.

Additionally, you can use the Export All button to attempt to re-export all failed exports in the list:

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For more details on troubleshooting errors found in your Xero integration, see Xero Connection Log & Common Errors.

Xero Deposits and Prepayments

If you pay for something before receiving it, whether it is the full amount or a partial deposit, you may want to record this in your accounting and inventory systems. If you have paid for something in advance, the transaction shows up on your bank statement. Using this transaction, you would be able to create a pre-payment in Xero which can be then be reconciled and matched up when the Sale or Purchase journal is sent from Unleashed to Xero when the respective transaction's completed.

There are two ways in which deposits and prepayments can be managed between Unleashed and Xero:

  1. Create a pre-payment in your Xero account first, then match it together with the Invoice or Bill to Pay that's exported from Unleashed once the stock has been receipted (Receipted Purchase orders) or invoiced (Completed Sales invoice). In this instance, we would recommend for Purchase orders that no stock is receipted until it’s physically in your premises / warehouse.
  2. Create and complete a Sales Invoice (in full or partial) in Unleashed first, this creates the invoice in Xero which can then used to manage the customer's payment. Similarly, receipt a Purchase Order in Unleashed to a virtual warehouse (a warehouse created in Unleashed specifically for stock that's been paid for but not physically receipted on site) which will generate a Bill to Pay in Xero, available for the prepayment. Then use a Warehouse Transfer to move the receipted stock to the main warehouse when it has been physically received. 

Best practice for managing deposits and pre-payments

To maintain alignment between Unleashed and Xero as accurately as possible we do not recommend manually adding deposits or prepayments into Xero directly, ahead of receipting a Purchase Order or completing a Sales Invoice in Unleashed. This is to ensure there are no duplicate transactions generated in Xero once the Purchase Order or Sales Invoice is completed in Unleashed, thus avoiding variances between Unleashed and Xero's Sales and Stock on Hand accounts. 

For Sales Invoices

  1. Create and complete a Sales Invoice in Unleashed for the expected deposit value
    • If for 100% of the order's value, select Create Invoice from the Order drop-down menu in the Sales Order. For more details, see Adding Sales Orders.
    • If for a proportion of the order's value, create a Partial Invoice for the appropriate percentage. For more details, see Part Invoicing.
  2. An invoice will be created in Xero, aligning with Unleashed's invoice. 
  3. Manage the customer's deposit payment with the invoice in Xero.

For Purchase Orders

  1. Create & receipt a Purchase Order into an "in transit" warehouse in Unleashed.
  2. A Bill to Pay will be generated in Xero for the Purchase Order's value.
  3. In Xero, manage the payment for your Supplier, at the percentage agreed.
  4. When physically receiving the stock on site, add any additional costs to the Purchase's Cost Lines then complete the Purchase Order. Use a Warehouse Transfer to move the stock in Unleashed to the appropriate warehouse. For more details, see Adding a Warehouse Transfer.
  5. If there were any added costs, a second Bill to Pay will be created in Xero.
  6. In Xero, manage payment for the outstanding value of the Purchase Order and additional costs.

Xero Integration's Best Practices Tutorial Video

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