Overview
This article contains a list of critical dos and don'ts when using the integration between Emersion and Xero. If these rules and practices are not followed, your data can be compromised and damaged. In these cases, it may be necessary for Emersion to perform a repair if you cannot do it yourself.
In the event that data is left in an undesirable state or damaged and the cause is deemed not to be a system fault, you will be charged for Emersion to repair your data. This includes any repair work arising from:
- a lack of adherence to the critical rules and warnings in these articles.
- not following explicit instructions that are contained on this Knowledge Base.
- performing any activity in Xero that Emersion staff have explicitly stated you must not do whilst seeking technical support from Emersion (e.g. during phone support, ticket responses and any other correspondence).
Emersion Accounts and Xero Contacts
This critical information relates to the ability to:
- automatically create contacts in Xero from Emersion.
- link an Emersion account with an existing Xero contact.
Do not update account information in Xero once a link has been established. Any changes made in Xero to a Xero contact will not be pushed back to Emersion.
Do not archive contacts in Xero while it is linked to an active account in Emersion.
Payment Synchronisation
This critical information relates to payment synchonisation.
Emersion's integration is designed and built to act as the source system for all payments that relate to invoices generated from Emersion. This means users should perform all activity related to the invoice and its payments in Emersion's system and allow the integration to update Xero accordingly in order. This will ensure the ongoing integrity of your data.
Users must never:
- delete a transaction in Xero that relates to an Emersion account/contact, invoice or payment
- void a transaction in Xero that relates to an Emersion account/contact, invoice or payment
- reverse a transaction in Xero that relates to an Emersion account/contact, invoice or payment
- manually allocate a payment to an invoice, where the payment originated from Emersion.
This will cause issues that will result in a data repair by Emersion.
Payment Reversals and Voiding Payments
Payment reversals and voids are ignored by the Xero module. Emersion's integration with Xero will not synchronise either of these payment activities automatically.
To ensure the customer account balances correctly in both systems, users must perform both steps below.
- perform a payment reversal, or void a payment in Emersion
- perform the same action in Xero.
More on payment reversals and voiding a payment.
Xero Auto Matching Functionality
Using Xero's Auto Matching feature when reconciling bank statement lines can create payments against invoices in Xero. If this happens before any related payments that were created in Emersion have been pushed to Xero, these payments resulting from the Auto Matching feature are subsequently pulled back into Emersion. This results in incorrect balances.
Do not use Xero's Auto Matching feature until you are certain that all payments have been pushed from Emersion to Xero.
Invoice and Credit Note Synchronisation
This critical information relates to payment synchronisation.
Like how it is with payments, the integration between Emersion and Xero is built to act as the source system for all invoices generated from Emersion. This means users should perform all activity related to the invoice in Emersion's system, not Xero. The integration will update Xero accordingly. This will ensure the ongoing integrity of your data.
Users must never:
- change the value of any invoice in Xero where the invoice was generated in Emersion.
- alter or remove any cardlines (line items) in Xero where the invoice was generated in Emersion.
- delete the invoice in Xero where the invoice was generated in Emersion.
- change or alter in any way a credit note in Xero where the invoice was generated in Emersion.
- delete a credit note in Xero related to any invoice generated in Emersion. This includes credit notes created in Xero and pushed to Emersion and credits created in Emersion that have been pushed to Xero.
- void a credit note in Xero related to any invoice generated in Emersion. This includes credit notes created in Xero and pushed to Emersion and credits created in Emersion that have been pushed to Xero.
- manually allocate credits or payments in Xero that have originated in Emersion.
- create a Debit Write Off or Credit Write Off transaction in Emersion, as this ledger transaction type is not supported and will not be pushed to Xero.
This will cause issues that will result in a data repair by Emersion.
When considering what system to apply a change to, you should use Emersion at all times where Emersion's system is involved in any way.
Only use Xero to perform accounts receivables activity when:
the customer is not in Emersion and there is no intention to add the customer to Emersion for the purposes of billing.
the customer's invoice is not generated from Emersion.