Connect eXconnect & Xero

The below chart explains a high level flow between the two systems:

Overview

Before you connect your account please read our ‘Before you Integrate with Xero’ article.

Connecting eXconnect to your Xero account is a powerful and flexible way to manage your invoices and take payments from customers.

With eXconnect and Xero integration you can:

4. Synchronise and merge your customer list between eXconnect and Xero
5. Reconcile payments with a eXconnect Clearing accounts
6. Synchronise your Invoices and Payments
7. Synchronise your purchase bills.

 Connecting your account

In eXconnect go to ‘Setup’. Please note all new account setups give you a 7 days trial period to connect to Xero, and after the trail period ends a monthly fee may apply for this service. You will still need to nominate the account to be charged from the first charge will only apply to your account after the trail period ends.

Click Setup.

Click on Connect to Xero Button to initiate the setup process.

You will be taken to the Xero login page, where you will need to enter your Xero login details and authorise eXconnect to access your organisation's business data.

Review and agree to our terms and conditions, then click the ‘Allow Access’ button. 

We only use this to verify your account and make sure that we can appropriately protect and sync information.

Once the Xero account is successfully linked:

Configuring your Xero Integration

After you have connected your accounts you will need to follow the following setups to complete setup. As you have already completed step 1 in the process please follow step 2 onwards as stated below.

Step 2:

Document Mapping:

This Steps is important to map the flow of documents (Transactions) between Erply and Xero.

Hence it is very important to ensure the correct account type are linked to each category.

Some of the examples to give you an idea of which Chart Of Accounts to select for each mapping is as below:

Note: These are just examples to help give an understanding kindly do not take this as a financial advise, kindly get your Accounting champion to advise or map the correct accounts during setup.

If the accounts are not mapped correctly the sync process will not be successful.

Document Mapping :

SUPPLIER INVOICE – Stock Purchases Account

CUSTOMER CHIPPING CHARGES – Freight Out Account

ROUNDING – Rounding

FREIGHT TO SUPPLIER – Freight In 

BACKOFFICE/INVOICE SALES – Sales B2B

GIFT CARD SALES – Gift card Clearing Account

POS SALES – Sales Retail

BACKOFFICE/INVOICE COGS – COGS B2B

POS COGS – COGS Retail 

INVENTORY WRITEOFF – Shrinkage and Write off 

INVENTORY REGISTERATION – Shrinkage and Write off

Postage Porduct:

Search for Freight and click the Add button

Giftcard Products:

Search for Gift Card and click the Add button

Inventory Transfer Settings:

Generally this is left as is, but if there is a specific need for you to use it please activate it.

It is a good practice to have all the required chart of accounts setup in Xero before initiating this process, as it save time and complications, if in case you forget to create a particular account it is not an issue. This step by step process allows you to create the accounts on the fly, once you have created the required accounts in Xero click the Refresh Xero Accounts button on the bottom on the page.

Step 3:

Tracking Categories:

Check the Location Tracking and Customer Group Tracking Options on this page and click next page.

Step 4: 

Payment Mapping:

This is to map the flow of payments received in ERPLY to Xero.

To provide our customers with the easy of syncing and managing their Prepayments we have a specific section where you can align your accounts to the prepayment chart of accounts.

Once you have selected the prepayment option the eXconnect screen will let you sync your accounts to manage the prepayment options as below.

Adding more simplicity to the accounts we provide the customers to manage their COGS functionality by simply clicking the below option.

Some of the examples to give you an idea of which chart of accounts to select for each mapping is as below:

Note: These are just examples to help give an understanding kindly do not take this as a financial advise, kindly get your Accounting champion to advise or map the correct accounts during setup.

If the accounts are not mapped correctly the sync process will not be successful.

Erply to Xero Payment mapping:

BY WIRE TRANSFER – Bank Clearing Account

IN CASH – Cash Clearing Account

BY CARD – EFTPOS Clearing Account

BY CREDIT INVOICE – Bank Clearing Account

WITH GIFT CARD – Gift Card Clearing Account

DEFAULT – EFTPOS Clearing Account

Xero to ERPLY Payment Mapping:

RECONCILED PAYMENT – BY WIRE TRANSFER

Click Next Page

Step 5:

Tax Setting:

This step is to define the tax types:

Some of the examples to give you an idea of which Chart Of Accounts to select for each mapping is as below:

Note: These are just examples to help give an understanding kindly do not take this as a financial advice, kindly get your accounting champion to advise or map the correct accounts during setup.

If the accounts are not correctly mapped the sync process will not be successful.

Income:

Tax free(0%) – BAS Excluded 

0%(0%) – GST Free Income

10%(10%) – GST on Income

Expenses:

Tax free(0%) – BAS Excluded

0%(0%) – GST Free Expenses

10%(10%) – GST on Income

Step 6:

DayClosing CashInOut

Note: These are just examples to help give an understanding kindly do not take this as a financial advise, kindly get your Accounting champion to advise or map the correct accounts during setup.

If the accounts are not mapped correctly the sync process will not be successful.

Tax Type – Tax Free

Day Closing Sync – Depends on customer choice, whether you want your transactions to move from cash account to undeposited funds for daily reconciliation.

Petty Cash – Petty Cash

Step 7:

Customer Group Setting:

Click Next to go to the Subscription and payment screen to finalize the setup.

Step 8:

Subscription and Payment Screen

In this step you need to update the Contact Person Information, In most cases this will be the accountant managing the accounts for the business.

Then to initiate the synchronization of the accounts you will need to subscribe to the service.

Once you have subscribed and made the initial payment, the system will start synchronizing and update the warehouse locations.

This will open the option for you to select the warehouses or locations you would like to manage via this service.

The Payment for the Subscription will need to be updated if you are managing multiple locations.

Toggle all the locations to green that you would like to manage via this service.

Once the Toggle for the location has been turned on or turned to green please press the manage Subscriptions button as shown below, to initiate the Document synchronization for the location.

After the locations have been updated press finish to complete setup and you are all set to start using eXconnect.

To see the flow of documents please click on the Dashboard from the menu.

Click on the Dashboard option on the top of the screen.

Enter the Start date – Date from when you would like to start syncing the documents and transactions. Click Update

Enter the Last Sync Date – In most cases this is the same as the start date. Click Update

Please check in a few hours you should be able to see the information flowing and this dashboard captures the number of entries that have been processed.

Hope this document was able to guide you to successfully setup your eXconnect account.

In case you encounter any issues or need extra help please feel free to get in touch with us at support@webtize.com.au

One of our friendly staff (eXconnect Champion) will be able to answer your questions or take you through the step by step process of the setup.

The table below provides an explanation for each. This is a bit of a choose your own adventure - we recommend you bring your book-keeper or Accountant along for the journey too.

It is important to remember these settings are for connecting to a clearing account only. You shouldn't be posting payments to the same bank account you settle payments into. You must set-up a fake bank account or clearing account to use here.

 How to Disconnect from eXconnect:

Click on setup à Click on Warehouse Sync Setting

Scroll down to Syncing Warehouse Location section of the Page

Toggle off all the locations – move the toggle to red.

Once all the locations have been updated click on Manage Subscription button

After Clicking the Manage Subscription it will present the warning screen to ensure you are sure of cancelling the account.

Click on Deactivate to cancel the subscription to eXconnect.