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Xero integration overview:
Manage can be configured to communicate directly with Xero for CASH TRANSACTIONS, SALES TRANSACTIONS and ACCOUNTS PAYABLE PURCHASES.
Xero Setup:
Before being able to export to Xero, a Auditdata Representative has to turn on parameters to enable Xero. There are a number of steps that the Manage Administrator in your clinic must complete before communication with Xero can happen.
STEP ONE - General Ledger Configuration:
Within CONFIGURE SYSTEM SETTINGS > ACCOUNTING (AR/AP) > XERO EXPORT SETUP,the general ledger accounts to be used in Xero for transactions can be configured.
Use QuickBooks/Navision/Xero Export Set Up to configure the Xero accounts necessary.
Xero notes:
1) A/R CONTROL ACCOUNT - In Xero, create an account named "A/R Manage" set up as a CURRENT ASSET and BAS EXCLUDED. (Xero doesn't like your actual A/R Control account to be hit with journals.) It is important to note that this new "A/R Manage" account should only be used by transactions generated from Manage. At no time should a user make any manual journal entries to their "A/R Manage" account in Xero.
2) INVENTORY - In Xero, create an account named "Inventory Manage" set up as a CURRENT ASSET. (Xero will not allow you to import journals to an INVENTORY classification account.)
3) TAX COLLECTED - This field can be left blank,
Within EXPORT DIRECTORIES, you can specify where copies of daily close batches are to be stored. Users will almost never need to review or import these files as the integration completes this process manually.
STEP TWO - Product Category General Ledger Setup:
Within CONFIGURE SYSTEM SETTINGS > INVENTORY > PRODUCT CATEGORIES, each Product Category being used must have the XERO POSTING ACCOUNTS defined. These are the general ledger accounts to be used in Xero for sales transactions.
Use Product Categories to configure the Xero accounts necessary.
Indicate which tax (if any) to use with a check mark. Tax collected on this product category will be directly posted to your default tax account in Xero.
Indicate the general ledger accounts to be used for REVENUE, COGS, REPAIR COGS, INVENTORY, HSP REVENUE and TOP UP REVENUE if applicable. The general ledger accounts listed on each product category will be included in the Manage Daily Close 3 Sales Transactions feed to Xero.
STEP THREE - Accounts Payable Setup:
Within ACCOUNTS PAYABLE > VENDOR INFORMATION each of the Xero Vendors from whom Manage will record bills will need to be added. Each vendor must be spelled precisely the same way in which they already exist in Xero. Additionally, the ACCOUNT NUMBER much match the vendor account number in Xero EXACTLY.
Use Vendor Information to configure your vendor accounts for Xero communication.
STEP FOUR - Method of Payment Setup:
Within CONFIGURE SYSTEM SETTINGS > ACCOUNTING (AR/AP) > PAYMENT METHODS houses each selectable method of payment. Each method of payment can have specific details and configuration.
Beside each METHOD OF PAYMENT, the EXPORT DETAIL column can be checked to export that METHOD OF PAYMENTs transactions in detail format. Detail format details each payment as it's own transaction line. Summary format would group transactions using the same payment date and same method of payment together. For example, two payments made today via cash, one for 10.00 and one for 2.00 would import into XERO as one line item for 12.00 with today's date. If you would rather see these transactions separately, then check the EXPORT DETAIL box beside the CASH payment method. Within XERO you would see one CASH transaction for 10.00 and one CASH transaction for 2.00.
Each METHOD OF PAYMENT can be set up to go to a different GL or Bank Account GL. (METHOD OF PAYMENT and TRX TYPE must be English characters). If you have more then one location and some locations use different bank account GL accounts, then you can window into the PAYMENT DEBIT ACCOUNT.
Within the PAYMENT DEBIT ACCOUNT BY LOCATION, a user can assign different bank account general ledgers for any locations that use a different bank general ledger account.
Please note that Xero does not like product numbers that contain symbols such as "&" or "/". Please do a quick review of all product descriptions to ensure only alphanumeric characters are used in all product descriptions. Product descriptions containing non alphanumeric symbols will cause errors when trying to import sales information into Xero.
STEP FIVE - Setting upTRACKING CATEGORIES:
If your Xero is configured with TRACKING CATEGORIES that represent LOCATIONS, Simply Hearing can pass down LOCATION CODES to Xero. (Please contact Auditdata to turn LOCATION TRACKING on.) Within CONFIGURE SYSTEM SETTINGS > SYSTEM > LOCATION INFORMATION each location must be assigned a LOCATION CODE that matches exactly the CATEGORY TRACKING code in Xero. For example, if a LOCATION CODE in Simply Hearing is "G" then the CATEGORY TRACKING code in Xero would also need to be "G" in order to run reports based on location in Xero. Note that "head office" which has a "blank" location code by default, will flow through to Xero as "_" (or an underscore) so please configure the location tracking in Xero as "_" for the Head Office location in Simply Hearing. Once all your Location Codes in Manage match the CATEGORY TRACKING for locations in Xero, reports (such as the Profit & Loss) can be run in Xero by CATEGORY TRACKING.
STEP SIX - Setting up TAXES:
Within CONFIGURE SYSTEM SETTINGS > ACCOUNTING AR/AP > TAX CODES each tax that is applicable must be created and named the exact TAX CODE as configured in Xero.
Once all the above steps have been completed, PAYMENTS AND DEPOSITS REPORT can be run to confirm/reconcile all monies taken. The DAILY CLOSE 2 - EXPORT CASH TRANSACTIONS, DAILY CLOSE 3 - EXPORT SALES TRANSACTIONS and EXPORT PURCHASE TRANSACTIONS can be run which then post instantly to Xero.