XERO Accounting Integration

Introduction: Setting up accounting integration with XERO in ImpexDocs enables seamless data exchange between ImpexDocs and XERO accounting software. This guide is designed for stakeholders to help you use the XERO accounting integration. It outlines the necessary steps and requirements for successful integration.

Prerequisites: Before you begin, make sure you have the following:

1. Access to ImpexDocs with valid User ID and Password.
2. Access to your XERO account.
3. Contact ImpexDocs Support at  support@impexdocs.com.au to map ImpexDocs fields to XERO fields and discuss the various sync scenarios.
4. Master Data Prerequisites:
   1. The CONSIGNEE CODE or BUYER CODE in ImpexDocs whichever is integrated (AKA Customer Code) must match the XERO Contact’s Account number.
   2. The PRODUCT CODE in ImpexDocs must match the XERO's ITEM Code

Note: 

1) Based on configuration, ImpexDocs Shipment Master Details can create a Quote or an Invoice in XERO

2) The ImpexDocs details either can create a new Quote/Invoice on the XERO side in case it does not exist or can update an existing Quote / Invoice if the same reference already exists on the XERO side. 

3) Currently ImpexDocs Shipment details can map to only one company file of XERO. Multiple company file mapping is not supported. 

4) Based on configuration, ImpexDocs Shipment Details can be integrated either by the Sync Now option or the Status option. 

Step-by-Step Process to Generate Quote / Invoice in XERO:

Via SYNC NOW button: 

• Create a Shipment in IMPEXDOCS and add all the relevant information on the required fields to generate a record in the XERO account.
  
   

• Once the Shipment is created and the business is ready to push the record from Impexdocs to XERO.
   - Just select the check box of XERO SYNC NOW and save the Shipment to push the file.
  - This will trigger the interface and send the details to XERO - After a while, you can refresh the IMPEXDOCS shipment page else click on the Sync icon to see the Sync Status as "Processed" along with the Date and Time.
   

• The status of the integration can be seen on the Integration tab of the shipment.
  - This tab showcases the log of previously sent records.
  - Click on the "Refresh" button to see the latest update.
   - Click on the "View Error" to see error details in case the integration failed. 

- Now login to your XERO account and view the record under the relevant section (Quote/Invoice)

Bulk shipments (Maximum 10 records) can be triggered to create Invoices/ Quote records in XERO by following the below steps:

1. Go to Shipment Listing --> Select the desired shipments --> Click on the Three dots icon on the right top corner --> Select "Send to Accounting".
   
2. You will receive a pop-up message confirming the successful integration, as shown below.
3. Consecutively, if you need a bulk update of the Integration Log, then from Shipment Listing click on the "three dots" icon and select "ACCOUNTING LOGS".
   - This will redirect you to a new page where you can track the Integration History for all linked shipments.
   

Via SYNC By Status:
 

• This method works on the selected shipment chevron pre-advised by the Business which only allows the stakeholders to trigger the interface  only on dedicated statuses. 
  
   EXAMPLE:  "ACCOUNTS INV CREATED" is selected and set up to trigger the record then only on this status the system will show the "Sync Now" check box.
   
   - Create a Shipment in IMPEXDOCS and add all the relevant information in the required fields.
  
   - Once the Shipment is created and the business is ready to push the record from Impexdocs to XERO.
  
  - Move the status from any of the previous statuses to "ACCOUNTS INV CREATED", and the check box will appear.
  
  - Just select the check box of XERO SYNC NOW and save the Shipment to push the file.
  
  - This will trigger the interface and send the details to XERO
  
   - After a while, you can refresh the IMPEXDOCS shipment page else click on the Sync icon to see the Sync Status as "Processed" along with the Date and Time.
  
  - Now login to your XERO account and view the record under the relevant section.
  
   
• In a case where the status is REJECTED, click on the INTEGRATION tab within the shipment.
  - This tab showcases the log of previously sent records.
  - Click on the "Refresh" button to see the latest update.
  - To view the Rejection, click on the "View Error" of the latest submission.
  Bulk shipments (Maximum 10 records) can be triggered to create Invoices/ Quote records in XERO by following the below steps:

           Note: Mass change of Status can be done by --> selecting up to max 10 records --> Clicking on the "three dots" icon on the right top corner --> now click on "Mass change" to change status. 

• Now, Go to Shipment Listing --> Select the shipments only with the STATUS enabled for Integration --> Click on the Three dots icon on the right top corner --> Select "Send to Accounting".
  
• You will receive a pop-up message confirming the successful integration, as shown below.
• Consecutively, if you need a bulk update of the Integration Log, then from Shipment Listing click on the "three dots" icon and select "ACCOUNTING LOGS".
  - This will redirect you to a new page where you can track the Integration History for all linked shipments.
  

NOTE:

1. If the Rejection error is not clear, kindly connect with support@impexdocs.com.au for further assistance.

2. If the Currency's exchange rate is not mentioned in a shipment then XERO may pick its own Exchange rates.

FAQs:

2. If the Rejection error states "ProductLines.ProductCode(alok) : not found in XERO(Lines.Item.Number).", means the Product code on the Shipment record does not match XERO's ITEM NUMBER.
    
   
   Solution: Fix the code or add the code to match the source of truth and follow the process to trigger the integration again.