Using Xero with Unleashed
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George Sutton
Updated : Created :
Best Practices for your Xero Integration Tutorial
Xero View Failed Exports List
The Xero failed exports list can be located at the bottom of most pages within Unleashed and is easily viewable by clicking the View Failed Exports button.
Once you click the View Failed Exports button it will then load a list below of all your failed exports and the relevant information. The information you get is detailed below:
- Failed Export: This is the type of export that failed.
- Exported Item: This is the reference to the export that failed. It is also clickable if you would like to be taken to the particular order, purchase order, credit etc.
- Export Error: This is the reason the export has failed. It contains the error Unleashed is getting when attempting to export.
- Action Required: This is what Unleashed recommends as the action required to get this re-exported. Usually it will be as easy as clicking export again.
- Export: This is just a link to attempt to re-export it.
Additionally, you can use the Export All button to attempt to re-export all failed exports:
When Xero is connected with Unleashed, you can use the Partial Invoices function to load sales invoices to compare with Xero invoices. This is ideal for users that need to check their invoices throughout the invoice process and provides you with the ability to have more transparency.
- Select the Sales Invoice tab of your Xero Export page, a complete list of all your invoices displays
- Select the Date From and Date to filter fields and select your required date range.
- When you have finished with your setting requirements, click Load Xero button
- The grid display updates, and the total value load to Xero and calculates the variance —the difference between the two totals.
Grid column descriptions
The following highlights some key column descriptions.
- Export Status: Status of the export, i.e.Exported, Queue etc.
- Export: Displays what has been exported to Xero.
- View: Links to a hyperlink of the invoice exported to Xero.
Emailing Xero Invoices from Unleashed
- Sales Order | Invoices tab: You can use the Email Xero Invoice option if you want to email invoices from Xero.
- Available only when the sales invoice has been completed and exported to Xero.
- The Xero invoice email will be sent from the email of the account owner who has enabled the Xero integration.
- The Xero Invoice Status must be Submitted, Authorised, or Paid.
- The Customer Contact email must have a valid email.
Reconciling Unleashed and Xero
If the amount in your Stock on Hand asset in Xero is different to the stock on hand figure in Unleashed, then you can perform some steps to address this issue. Each step is outlined below and it is best if you follow them in order:
- Work out when the two values last matched. This is imperative because if they never matched then there is no way they will match after using Unleashed.
- Make sure all transactions from Unleashed are processed in Unleashed and approved in Xero. In Unleashed at the bottom of the screen you will see your failed exports and the Xero queue. What you should be seeing is 0 failed exports and nothing in the process queue. Inside Xero you will need to make sure all your Accounts Payable / Purchase drafts from Unleashed are approved.
- If it is not matching by now then you should run a 'Account Transactions' report inside Xero for your Stock on Hand account. Every single transaction being made to this account should be from Unleashed so anything being posted from elsewhere will cause a variance. The report can be found under 'All Reports' in Xero.
- If you still cannot find what is causing the variance then you could try using the Xero Export screen to find out if everything in Unleashed has in fact been sent to Xero and approved. From this screen you can also re-export any missing transactions. For the steps on how to reconcile transactions between Unleashed and Xero please go here or search our Support Portal for "Xero End of Year" file.
If these steps do not help in finding the variance, then you may need to make an adjustment in Xero and monitor the balances going forward. To make sure you have the right stock figure do a stock-take in Unleashed and confirm the costs are correct. Once you have done that you can run a stock on hand enquiry and get the correct stock figure (Inventory | Stock on Hand Enquiry). You can then make the relevant changes in Xero to make them match up.
Alternatively as a last resort, you can use the account transactions report mentioned in #3 and compare it to all the transactions coming from Unleashed to see where it has differed. Depending on how many transactions you have this could be quite time intensive.
About Xero deposits & prepayments
Process of handling deposits/pre-payment
If you pay for something before receiving it — whether it is the full amount or a deposit— you may want to record this in your accounting and inventory system. 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 prepayment in Xero which can be then be reconciled and matched up when the Sale or Purchase journal is sent from Unleashed to Xero.
However, to maintain the Unleashed and Xero integration workflow as accurate as possible, ideally we wouldn’t recommend you manually add deposits or pre-payments in Xero account ahead of receipting a Purchase Order or completing a Sales Invoice in Unleashed. This is mainly to avoid the chance of duplicating journals by mistake which would affect your stock value and create discrepancies. However, we are aware this is not always possible for our customers due their internal businesses processes and operations.
There are two ways to record deposits and pre-payments:
1. Create a pre-payment in your Xero account and match it together with the final payment to bill to pay once the stock has been receipted (Receipted Purchase orders) or invoiced (Completed Sales invoice) in Unleashed. In this instance, we would recommend for Purchase orders that no stock is receipted until it’s physically in your premises / warehouse.
For Sales Invoices
- Create a Sales Invoice for 100% of the total in Unleashed for a customer (you may want to create a "pro forma" invoice template)
- Receive a 50% deposit from the customer before sending the goods.
- Record the Prepayment in your accounting provider against the customer
- When sending the goods to the customer complete the invoice in Unleashed.
- Match the Prepayment in your accounting provider to the newly created Accounts Receivable Invoice (from Unleashed).
For purchase orders
- Create & receipt a purchase order from Unleashed into an "in transit" warehouse.
- Pay a 50% deposit to the Supplier before receiving the goods.
- Record the Prepayment in your accounting provider, and reconcile it to the 50% deposit.
- When receiving the physical order, Complete it in Unleashed and warehouse transfer this as required.
Creating Custom Contact Links in Xero
Once you export your customer and supplier records from Unleashed to Xero, the View in Xero link will be automatically created in your Unleashed account.
Additionally, you can create custom contact links in Xero to open the related Unleashed records . The following procedure describes the steps to create the custom contact links in Xero.
- In your Xero account, go to Settings | General Settings | Custom Contact Links.
- Click Add A Custom Link.
- In the Name column, type the name (for example: View in Unleashed) for the custom contact link.
- In the Link Definition column, type https://go.unleashedsoftware.com/v2/Accounting/XeroContact/{!CONTACTID}.
- Click Save.
- Go to Contacts | All Contacts and open any synced record.
- The custom link to open the Unleashed record will be displayed in the Contact Details area.
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