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Xero Integration
Introduction
Xero is a powerful cloud-based accounting software that helps businesses manage their finances efficiently.
If you are using Xero to connect to different bank accounts and apps, you can integrate it with Vtiger CRM. This enables seamless synchronization between sales, customer management, and financial records. This integration ensures that invoices, payments, contacts, and other financial data are automatically updated, reducing manual data entry and enhancing accuracy.
Key Features
- Sync records between Xero and the following Vtiger modules - Organizations, Products/Services, Invoices, and Payments.
- Automatic one-way and two-way sync between Xero and Vtiger CRM.
- Create and manage invoices with real-time notifications.
- Track all payments from the Vtiger dashboard.
Field Mapping from Xero to Vtiger
- Contacts to Organizations/Contacts
- Inventory Items to Products/Services
- Invoices to Invoices
- Payments to Payments
Use Cases
- Automated Invoicing and Payment Tracking: When a sales transaction is completed in Vtiger CRM, an invoice can be automatically generated and transferred to Xero.
- Customer Data Synchronization: The integration eliminates the need for duplicate data entry by automatically synchronizing customer details between Vtiger and Xero.
- Enhanced Sales Decision-Making: With real-time access to financial data such as outstanding invoices and payment history, sales teams can make informed decisions before engaging with customers.
Benefits
The benefits of integrating your Xero account with Vtiger CRM are:
- Cloud-based accounting: You get access to Xero data, anywhere, any time.
- Easy and customized invoicing: Sync Vtiger invoices to Xero so that you can do online invoicing. You also get notified in real-time when your customer opens the invoice.
- Data in one place: Integrating with Xero brings all the data to one place - that is Vtiger CRM.
To learn about other benefits, click here.
In this article, you will learn about:
- Configuring Xero Integration with Vtiger CRM
- Mapping CRM fields with Xero fields
- Syncing Data
- Limitations and Troubleshooting tips
Key Terminology
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Installing Xero
You must install the Xero extension from the Extension Store to use it in the CRM. To access the Extension Store, you must be an Admin user.
Follow these steps to install Xero:
- Log in to your CRM account.
- Click the User Menu on the top right corner of the CRM screen.
- Click Settings.
- Look for the Extensions section.
- Click Extension Store.
- Search for Xero using the search bar.
- Click Install.
- Click Yes to confirm.
Note:
- To set up the gateway, log in to your Xero account and keep both Vtiger and Xero tabs open.
- Configuration requires you to move back and forth between Vtiger CRM and the Xero website.
- You can configure Xero and other gateways only if you are an Admin user.
Configuring Xero
You can sync records between Xero and the following Vtiger modules:
- Organizations
- Products/Services
- Invoices
- Payments
- Log in to your CRM account.
- Click the Main Menu.
- Go to one of the modules mentioned above. You will land on the List View.
- Click the Sync button located on the top right.
- Select Xero and click Configure.
- Click Authenticate your Xero Account.
- Click Allow Access.
You will be redirected to the CRM screen.
If your instance is undeployed, then Xero integration with Vtiger will be disconnected (revoked).
Syncing Records
The sync process is as simple as a few clicks. You can easily sync your organization and related records and avoid the need to enter data manually in Xero or Vtiger CRM.
- Sync Xero data with Vtiger - This is a one-way sync. It moves Xero data into Vtiger CRM.
- Sync Vtiger data with Xero - This is a one-way sync. It moves Vtiger data into Xero.
- Sync both ways - This is a two-way sync. It moves Xero data into Vtiger CRM and the CRM data into Xero.
- Log in to your CRM account.
- Click the Main Menu.
- Go to Organizations/Products/Invoices/Payments by following the paths below:
- Main Menu > Essentials > Organizations
- Main Menu > Inventory > Products/Invoices/Payments
- Click the Sync button on the top right.
- Select Xero and click Settings.
- Allow syncing for a module by enabling the checkbox under the Enable Sync column.
- Choose a sync direction from the drop-down.
- Map your Xero account details
- The accounts get created as a picklist field in the Products and Payments modules
- To sync Payment records, ensure that the Payment Status is Received and the related Invoice Status is Approved/Paid/Partially Paid.
- Click Save Settings.
- Click Sync Now to see the sync log.
The number of records that were created, updated, skipped, etc., is shown in a tabular format. Click on the number to get the record details.
Syncing a Sales Account for an Invoice
You can sync a sales account for an invoice from Xero to Vtiger and vice-versa.
During the sync process, an invoice record is created. A default line item field called Xero Sales Account is created in the invoice line items.
The Xero Sales account field value is synced along with Xero invoices since this field maps to the account details of the Invoice received from Xero.
Unauthorizing the synchronization
If you no longer want to sync records between Xero and Vtiger CRM, you can unauthorize your Xero account.
Follow these steps to unauthorize your Xero account:
- Log in to your CRM account.
- Click the Main Menu.
- Go to Organizations/Products/Invoices/Payments by following the paths below:
- Main Menu > Essentials > Organizations
- Main Menu > Inventory > Products/Invoices/Payments
- Click the Sync button on the top right
- Select Xero and click Sync Log
- Click the Unauthorize button (shown in red) on the top right
Field Mapping
Organizations
Cases to consider while syncing Organizations
- Vtiger to Xero: Vtiger Organizations are synced with Xero contacts. If a Vtiger organization has related contacts, they are added as related contacts in the Xero contact.
- Primary contact related to a contact in Xero is retained even after the sync process. The order of other contacts in Xero might change.
- Vtiger Contact Type and Vtiger Organization Type field values are set based on the records associated with the Xero contact. For example, if a Xero contact has both Invoices and Bills related to it, the Vtiger Contact Type and Organization Type are set to 'Customer & Vendor' value.
- Xero to Vtiger: Consider the below cases when you sync records from Xero to Vtiger.
Cases to consider while syncing Products/Services
- Vtiger to Xero: When a user syncs Products/Services, Vtiger's products and services are added to Xero's Inventory module.
- Xero to Vtiger: In the case of Xero to Vtiger sync direction, all the items in Xero's Inventory module of Xero are added to the Products module in Vtiger.
Admins can now map Part Number to Name or Code and Product Name to Name or Code on the Settings page.
- If you map the Product name to the Item name, the Part number will be automatically mapped to the Item code.
- If you map the Product name to the Item code, the Part number will be automatically mapped to the Item name.
- If you map the Product name to the Item code, the Product name value in Vtiger will automatically be synced to the item code value in Xero and vice versa.
Note:
- For existing customers, the current mapping of Product Name to Item Code will be retained and continue to function until you manually change the mapping.
- New customers can map the Product Name to the Item Name, and the Part Number is mapped to the Item Code by default.
Invoices
Cases to consider while syncing Invoices:
Vtiger to Xero:
- If a Vtiger invoice does not contain a Contact Name or Organization Name, you cannot sync it with Xero.
- Shipping & handling charges from Vtiger are added as a line item in Xero as 'Charges'.
- If an invoice that is being synced from Vtiger to Xero has a Group Discount, it is skipped, and an error message is shown. This is because Xero does not support group discounts.
- If a Vtiger invoice has a Group Tax, all the selected taxes in Vtiger should be available in Xero as Combined Tax. If not, the invoice is skipped, and an error message is shown.
- Individual discounts from Vtiger are mapped to their respective line item discounts in Xero.
- If Deducted Taxes are enabled for a Vtiger invoice, the invoice is skipped, and an error message is shown.
- Only Sales Invoices are synced from Xero to Vtiger.
- Since Xero provides only individual taxes, you must create invoices with tax type Individual.
- If there is a line item with no item name while syncing invoices from Xero to Vtiger, an invoice record with the name '??????' is created in Vtiger.
- If a Xero invoice has only a Description as 'Charges' and no item name, then its unit price is mapped to Vtiger Shipping Charges and its related taxes to Vtiger Shipping Taxes.
Payments
Working and Limitations
- If there are duplicate products, services, or organizations in Vtiger, and you try to sync them with Xero, only one record is created in Xero for all the duplicates.
- Taxes are synced from Xero to Vtiger. If you have a tax with the same name in Vtiger and Xero, then Xero overwrites the existing Vtiger tax rate.
- Combined Taxes and Compound Taxes from Xero are copied to Vtiger as a single tax with an effective tax rate.
- If you like to delete all the organizations and invoices that are synced from Xero to Vtiger.
- All the related contacts in Xero are created as contact records in Vtiger and linked to their organization.
- If a Vtiger invoice has Shipping Charges and Shipping Tax percentage, then a Description called 'Charges' is created in Xero.
- For both the Individual and Group tax types in a Vtiger invoice, line items must have the same tax names and tax rates available in Xero.
Troubleshooting Tips
Below are a few common errors users often face during the sync process.
Vtiger Invoices should be related to either a Contacts or an Organizations that exists in Xero.The invoice in Vtiger must be linked to a Contact or Organization that already exists in Xero. If this association hasn't been made, follow these steps:
- Go to Invoice Module.
- Click on Skipped Invoice.
- Click Edit. Link the associated Contact or Organization that is present in Xero to the invoice.
- Save and re-sync the invoice.
Vtiger contains its own tax values, but Xero only accepts taxes generated within its own system and does not support combined taxes. To resolve this issue, follow these steps:
- Go to Invoice Module.
- Click on Skipped Invoice.
- Click Edit. Go to Item Details section.
- Remove the taxes that are created by Vtiger.
- Click Save.
- Now go to the Xero sync log and click Sync Now.
Please select Invoice date in Vtiger to sync with Xero.
To successfully sync with Xero, invoices must include specific date fields, such as the Invoice Date and Due Date.
Inventory Item with 'Code' provided is already in use (or) Account code '960'/(any other code) does not exist or cannot be applied to Items.
System accounts in Xero should not be utilized for sales and purchase accounts, as they display locked symbols in the Xero chart of accounts oran incorrect account may be selected in the Xero Sales/Purchase Account field on the invoice. To resolve this issue, please follow these steps:
- Go to the Products Module.
- Select the skipped product.
- Click Edit. Update the Xero Sales and Xero Purchase Account fields to valid accounts.
- Click Save.
- Now go to the Xero sync log and click Sync Now.
Additional people cannot be added when the primary person has no email address set-xero.
This arises when you attempt to add multiple contacts to an organization if the primary contact does not have an email address. To resolve this issue, follow these steps:
- Go to the Organization Module.
- Select the skipped organization.
- Review the contacts linked to the related list.
- Verify that all contacts have added their primary email fields.
- If any linked contacts lack a primary email address, click Edit, add the Email address, or unlink the contact.
- Click Save.
- Now go to the Xero sync log and click Sync Now.
Vtiger Invoices has individual taxes that are not available in Xero.
Xero only permits taxes that are created within its system. You can only select one Xero-created tax for each product on an invoice. Choosing multiple taxes will result in an error during synchronization. To ensure proper tax settings, follow these steps:
- Go to Invoice Module.
- Click on skipped invoice.
- Click Edit. Go to the Item Details section.
- Ensure that only one Xero-created tax is enabled at the product level. If more than one tax is present, remove the additional taxes by setting its value to 0.
- Click Save.
- Now, go to the Xero sync log and click Sync Now.
This indicates that the connection to Xero is no longer valid. You need to disconnect the current Xero account, company, or organization and then reconnect by reauthorizing it.
An existing contact could not be found using the specified contact details. The contact name field is required to create a new contact
If a contact can't be found or created, it is because the associated organization isn't yet synced with Xero. First, ensure the organization exists in Xero, as contacts can only sync if the organization is present. Also, ensure the contact name is filled in when creating a new contact.
The Account type is invalid for making a payment to/from occurs when an incorrect account type is used for payments in Xero. To resolve this issue, use a properly categorized bank or cash account for transactions.
The Payments can only be made against Authorized documents occurs when attempting to process a payment that isn't linked to an approved invoice or bill in Xero. Check for skipped invoices during synchronization and ensure all related documents are authorized before payment.
The Invoice not of valid status for modification occurs when you attempt to edit an invoice that has already been approved, as approved invoices cannot be altered in Xero.
The Account code or ID must be specified occurs when a product on an invoice lacks an associated sales account code. To resolve this, log in to Xero, open the skipped invoice, and provide the missing sales account information for the product.
The No items available to sell occurs when a product in Xero has zero quantity on hand or isn't recognized as an inventory item. To fix this, log in to Xero and navigate to Business > Products and Services. Go to the skipped product > click on it > select New Adjustment > increase the quantity on hand > and save the changes. This will make the product available for sale.
The The tax code output cannot be used with account code '312’ arises when an expense account is linked to a revenue tax type. To fix this, ensure the tax code matches the account type or adjust the account to align with the tax type.
The Only 1 item available to sell indicates that only one unit of the product is left in stock in Xero. To resolve this, you need to increase the stock level in Xero.
The The field 'Code' is required but no value was sent, which means you need to fill in the Code for a product in Xero. When linking a part number to a product, ensure both the Code and Part Number are provided; otherwise, Xero will show this error.