Overview
This article is for service providers who are newly subscribed to the Xero Integration module and are setting it up ready for everyday use.
Users of the Xero Integration: Please read our Critical Information article to understand fully how to work with Emersion and Xero with our integration. This article is essential to mitigate the risks of causing damage to your data, causing a costly repair by Emersion staff.
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).
Prerequisites
After Emersion has activated the module, three steps need to be taken prior to configuring the Xero integration for every day use.
- Ensure the module has been enabled. To do this, see this article.
- Check to ensure all module permissions and powers are enabled. They are listed on this page.
- Connect to Xero for the first time. To do this, see this article.
Configure Xero Accounts
There are 3 accounts that need to be set.
- Default Xero Bank Account. This is the default bank account that Emersion will push overpayment to. In Xero, this needs to be an account of type 'BANK'.
Service providers can override the default Xero bank account and send payments from different payment methods to alternative bank accounts.
The other accounts that need to be configured are for invoices and credit notes.
- Default Account for Invoices. This is the default bank account that Emersion will associate invoice cardlines to.
- Default Account for Credit Notes. This is the default bank account that Emersion will associate credit note cardlines to.
These can be overridden by ledger code mappings.
Configure Default Payment Account
Integration > Xero > Configure Payment Accounts
On this page, service providers need to define a default Xero bank account where payments will be sent.
To set the default Xero payment account:
- Click the Edit button to put the page into EDIT mode.
- In the Default Xero Bank Account field, choose an account from the entries listed in the drop down list. Only accounts of type 'BANK' will be shown in this list.
- Press the Save button to save the changes.
Configure Bank Accounts for Different Payment Methods
To override the default Xero bank account and configure the system to push payments from different payment methods to specific Xero bank accounts, follow the steps below:
Under the Configure Bank Accounts for Different Payment Methods section:
- Click the Map Payment to Xero Account button. The Xero Account to Emersion Payment Mapping section will be shown to the user.
- From the Payment Method list, choose a payment method.
- From the Xero Account list, choose which account you want the payment to go to.
- Press the Save button to save the changes.
Repeat steps 1-4 for each account/payment method. If an account is not defined for a given payment method, the default Xero bank account will be used.
Configure Default Invoice and Credit Note Accounts
Integration > Xero > Configure Invoice Sync
To set the default Xero payment accounts, click the EDIT button to put the page into EDIT mode. Then:
- in the Default Xero Invoices Account field, choose an account from the entries listed in the drop down list.
- in the Default Xero Credit Note Account field, choose an account from the entries listed in the drop down list.
- Press the Save button to save the changes.
Only accounts of type 'SALES', 'REVENUE' and 'OTHER INCOME' will be shown in these lists.
To override the default accounts for invoices and credit notes, use the ledger code map tool.
Configure Item Code to use on Product Purchases
Integration > Xero > Configure Invoice Sync
For a point of sale purchase cardlines, users can elect to push the Emersion Product ID or the Product SKU to Xero when synchronising invoices. The ID or the SKU then becomes the item code on the line item within the Xero Invoice. This can be useful for accounting purposes within Xero.
To set the item code to use on product purchases:
- Press the EDIT button to put the page into EDIT mode
- In the drop down list choose None, Product SKU or Product ID.
- Press the Save button to save the changes.
If the Product SKU or the Product ID has not been saved against an item in Xero any attempts to push an invoice with a product purchase will result in a quarantine record.
Within Xero:
Go to Business > +New Item
and add the item with the Product ID or the Product SKU as the item code, depending on preference.
Users may also elect to edit an existing item within the Business menu of Xero, and add the SKU or ID to the item.
Map Xero Account Codes to Emersion Ledger Codes
This step involves mapping your Xero account codes to Emersion's internal ledger codes. This can be done using two methods:
- Using the Cumulus user interface. This is suitable if you are mapping up to 50 codes. Otherwise, we suggest you use the importer tool.
- Using the bulk import tool. This is suitable when greater numbers of codes need mapping.
Map Codes using Cumulus
Integration > Xero > Xero Ledger Map
This page provides the ability to map Emersion's ledger codes to your account codes in Xero.
To Map a Code:
Click on any code from the Ledger Code column to open the ledger code map page and then click Edit.
Press the Refresh Xero Account List button to ensure the latest changes to accounts are visible.
Double-click the Mapped Xero Account field to display all the values.
Choose the correct value.
Press the Save Mapping button to save the changes.
Map Codes via the Bulk Tool
Click here if you want to use the the bulk tool to create Emersion to Xero ledger code mappings.
Associate Xero Contacts with Emersion Accounts
The final step of this process is to link Xero contacts with Emersion customer accounts. See this article for the instructions.