Overview
Transactions that flow in the direction from Xero to Emersion are limited at this time to Payments, PrePayments, OverPayments and Credit Notes only. It is important to note you will only see the Payments, Prepayments, Overpayments or Credit Notes reflected in Emersion, once the amount has been allocated in Xero, to an invoice whose source is Emersion. Prior to this you will not see these transactions in Emersion.
Clients may find entering payments directly into Xero useful in this fashion where they have a lot of EFT transactions in their bank account (i.e. people making manual EFT, no automatic direct debit). This saves you from having to enter the payment into Emersion manually or via upload, and going back to the Xero reconciliation wizard to match the amount in the bank account to the source Emersion payment.
However, unless you are an experienced Xero and Emersion user, you should consider creating all your payments and other credits in Emersion. It is very easy to make a mistake in the Xero Reconciliation wizard and create unintended transactions, or to match payments against the wrong account/invoice. At this time we do not support reversals of payments, overpayments or credits notes, so errors are not easily corrected and may result in billable time charges if Emersion is asked to assist with data cleanup.
All payments, prepayments, overpayments & credit notes imported from Xero will create individual payments in Emersion for each allocation - even if the one payment type is used to allocate funds to multiple different linked invoices.
Payments
Payments can be created in several ways in Xero, but in this example it will be created from the Reconcile Wizard. For this account an invoice for 888.00 was raised.
The invoice has flowed to Xero
In the reconciliation wizard in Xero, the amount received in the bank account conveniently matches against the invoice for the same amount and reference number:
After we click ok, when we look at the invoice we can see it has been marked paid:
Back in Emersion, we can see the payment has flowed through and the invoices outstanding balance has also been reduced.
Warning
- In the reconciliation wizard if you are expecting to match against a Payment originating from Emersion, do NOT match against the Invoice. This will create an additional unwanted payment against the invoice, and stop the payment that should come from Emersion flowing through via the Integration.
- Additionally do not create a fresh payment via the "Create" subtab in the reconciliation wizard, if you are expecting to see match against a payment from Emersion.
- Once the payment is allocated to the invoice do not attempt to void, reverse or otherwise modify the payment.
Overpayments
In Xero it is possible to receive what is essentially an Overpayment against an invoice. In this example the invoice is $100. We are going to receive a payment for $120.
When add the payment it will tell you the amount exceeds the invoice, and asks you whether you wish to create an Overpayment.
Upon clicking ok and the integration synchronising between Emersion and Xero, you will see the payment for $100 has come across to Emersion and reduced the outstanding amount of the invoice. At this juncture however you will NOT see the overpayment.
The overpayment will come across to Emersion when you elect to allocate it to an Invoice originating from Emersion. In this example, we can see a 20 invoice has come across the interface. We can elect to allocate credit here.
There is no remaining credit here and the invoice is fully paid in Xero
After synchronisation, we can see in Emersion the overpayment has flowed through and reduced the outstanding amount of the relevant invoice:
In the reconciliation wizard, we can match the amount in the bank account to the original payment and overpayment. Again, take care you are matching against the correct transactions here.
Warning
Do not attempt to void, reverse or otherwise modify the original payment, or the resultant overpayment once allocated. in this example, If any of the $120 was reversed, voided or modified in some fashion, such actions would not be reflected within Emersion.
Credit Notes
A credit note allocated to a linked invoice in Emersion that has a $0 outstanding balance will NOT be imported. This is useful for scenarios that need to be manually performed in both system to prevent Emersion invoices from being overallocated.
For example: a ledger Credit that reduces the outstanding balance of an Emersion invoice and a manual credit note in Xero.
In this example, an invoice for $322.00 has flowed from Emersion. We can elect to add a credit note to this invoice in Xero. After approving the credit note the invoice is fully paid in Xero.
When the interface synchronises between Emersion and Xero, we also see that the credit note is converted into a payment in Emersion and applied to the relevant invoice:
Warning
Do not attempt to reverse, void or otherwise modify the credit note once it has been allocated to an invoice. Performing this action in Xero will not be reflected in Emersion.
Prepayments
Although we don't anticipate our customers using this option very often, it is possible to to create a Prepayment in Xero, and have this flow through to Emersion once it has been allocated to an invoice. In this example, we are going to create a new Prepayment Transaction from this test bank account in Xero, via Receive Money.
Prepayments and the Xero Balance
Please note when a prepayment has been created on a contact in Xero and is yet to be allocated to an invoice, it will not show in the Xero account balance.
The money will be received as a "Prepayment"
Once the prepayment is created, it is possible to reconcile this against your bank statement as demonstrated.
At this point you will not see any reflection of the prepayment in Emersion, just like any other Xero originated transaction. Furthermore, If an invoice is pushed from Emersion to Xero, we can see that the balance in Xero states that 555.55 is outstanding - this is despite the existence of the prepayment. This xero balance won't change in this simple example until the prepayment is allocated.
If we now allocate this Prepayment to the invoice, we can see the prepayment subsequently flows to Emersion, and the outstanding of the invoice is reduced.
Warning
Once the prepayment has been allocated to an invoice, fully or partially, where the invoice in question originated from Emersion, do not reverse, void or otherwise attempt to modify the prepayment or it's allocations. These actions will not be reflected in Emersion.