Call Us: +44 (0)1748 473000

Call Us Facebook Twitter Pinterest Linked in Instagram Youtube GooglePlus

Find out how to get 2 hours free training by referring a friend? 
What's the catch?
Articles Categories Screencasts
    calendar

How to use the Xero integration with OpenCRM

Updated: 16 January 2017 14:00:30 OpenCRM::Invoice

NOTE: OpenCRM's integration with Xero is currently in closed beta testing. If this is something you are interested in using, please contact your account manager for more information.

Setup

The Xero settings page contains a link to the Xero page you need to go to to set up the Xero app. Currently only Public authentication is supported although the feature was originally written for private key authentication which means the process can be automated.
Note : Once this private key authentication is approved by Xero, automated invoice creation and balance updating will happen without user input.

To enter your Xero details, go to Settings > Configuration and scroll down until you see the Xero Settings option. Clicking this link will give you the below page. Tick the Enable Integration box and Save.

You can also access the Xero access screen from the Invoice module by clicking on the Connect to Xero button:

Clicking Connect to Xero will take you to a Xero login page where you can then authorise your OpenCRM system to connect to Xero.

Once you authorise Xero to connect to OpenCRM, the page will refresh and you will find yourself back in OpenCRM with the consumer key and secret fields populated. This will turn on the connection. That connection will remain active for approx 30 minutes and is available to all users of the system in that time (each user does not need to connect each time).

Each time you enter the settings page, the saved connection is cleared and you will need to click Connect to Xero to reactivate the connection.

Tax table / rates can be associated with tax rates in Xero via the Settings page in OpenCRM, please see this FAQ for more information: http://opencrm.co.uk/crm-knowledgebase/kb6786897/Xero-Tax-Rates-Types.html

There is a background poll which can automatically send and update invoices to/from Xero but this will only work while the connection is valid. The connection expires every 30 minutes (approx), so it is actually quite unlikely this will be useful at the moment. 

 

Use

On Invoice home screen, there are two buttons - "Send to Xero" and "Update From Xero". These buttons are only visible if integration is enabled, and the current connection has not expired.

If it has expired, a button "Connect to Xero" is displayed which takes you to the settings screen.

Send to Xero

This button will send selected invoices (and associated company details) to Xero. It will send all invoices even if they have already been sent to Xero, so long as the outstanding balance matches the total amount. As soon as the outstanding balance is below the total amount (i.e. payments have been made in Xero), the invoice is no longer sent to Xero. The invoice status is ignored, so this will send Pending and Paid invoices so long as the outstanding and total balance matches 

Update From Xero

This button will update selected invoice balances from Xero, and update associated companies with their Xero reference. It will NOT update company balances. It will only get updates for invoices not marked as Paid or cancelled and where the "Sent to Accounts" field is checked. 

Once an Invoice has been updated from Xero, the status will be updated from Created to Live. The Invoice will also be marked as having been Sent to Accounts, with the Date on which it was sent.

Once Payments (in Xero) have been logged, these will be reflected in OpenCRM if the Update from Xero option is selected. It will show part-payments and full payments, updating the status to either "Part Paid" or "Paid", and the Amount Outstanding field will be adjusted accordingly.

Other Options

In the tools section, there are links to send all live invoices (that is all invoices where the outstanding amount is equal to the due amount),and update all live invoices (all invoices not marked as Paid and which have previously been sent to Xero).

Send All Live Invoices

Sends all invoices where the outstanding amount is equal to the due amount, and the status is not Paid or Pending

Update all Invoice Balances

This will go through all invoices not marked as Paid or Cancelled and which have previously been sent to Xero and query Xero for an updated balance. It will update associated companies with their reference in Xero. Additionally, at the end it will update all company balances following the invoice update. This could take some time to complete, during which time your OpenCRM session on that browser will be locked and unusuable. 

Logging / Error Checking

* In order to create an Invoice in Xero, the sync will first add the Products. This is so it can link any existing or new Products to the Invoices in Xero. If there is a problem with any Product row, this will not send any invoices, until the error has been corrected. An error message will be displayed which outlines the problem Product(s).

* When sending multiple invoices, if 2 invoices send successfully and one fails, the 2 which are sent successfully will be marked sent to sage.

* A separate log table "xero_log" is updated on any successful attempt to send the invoice and any errors are logged in here too.

 

Important Notes and Info

* Invoices and credit notes sent currently go into the "Drafts" section in Xero where they can then be approved.

* OpenCRM's integration with Xero allows you to create a new Client record, with a Primary Person linked (first name, last name, email address). If you sync a subsequent invoice for the same client, but with a different Person linked, it will not add a second Person, but will overwrite the first Person.

* Finance and System admins only are able to access the Xero settings page and send invoices to Xero or update balances from Xero.

* Line amounts are passed through as the full undiscounted amount. The discount rate is calculated to a percentage per line and passed through to Xero which then calculates the actual line total.

* Credit notes are transferred with list prices as the discounted amount because Xero does not support discount on credit notes.

* Update of balances on credit notes is not yet supported.

Rate This Article
  • 1 star
  • 2 star
  • 3 star
  • 4 star
  • 5 star
Feedback and Comments
captcha code  


You may also be interested in:

#WeAreOpenCRM

Twitter Feed

Address

HQ:
Software Add-ons Ltd
(OpenCRM)
1 Battalion Court
Colburn Business Park
Richmond
North Yorkshire
DL9 4QN
United Kingdom
Tel:
+44 (0)1748 473000
Fax:
+44 (0)870 125 5962
Skype:
OPENCRM_UK
Reg #:
England & Wales 05387424

marker Find on Google Maps

News

From Website Visitor …

Your website is your shop front. You spend time, money, and effort into getting it just right and making sure that people are finding it. Once there, you want to turn as many of these people as you can into actual sales, but first you have to find out a little bit about them. Then you need to nurture that relationship, but I’m getting ahead of myself. Asking people for their contact details via a web form is pretty ubiquitous these days...

Making The Best Use O…

The end of the year tends to be something of an expensive exercise. At home you’ve spent money on food, drinks and presents. At work you have had Christmas parties and a period of closure – all in all it’s not the cheapest time of year. So if now is a time when you are looking to spend a little less, it is the perfect occasion to dig into the existing resources you have to try and make the most out...

Post-Holiday Struggle…

The first week back from the Christmas holidays is almost over and there’s a curious mixture of sadness and gladness at being back at work. There is the tiredness we all feel, the result of a slightly altered sleeping schedule and a week of indulgences and lazy days. Plus you’ve got the slight malaise from bad weather and no bank holidays until April. Finally, there’s the enjoyment that comes from accomplishing something during the day and feeling productive. Some will even look...

Forecasting for 2017

As we approach the end of 2016, it is time to start looking forward to 2017. It’s become a bit of a tradition for me to write a post with a bit of a forecast on what I think the big topics in CRM will be for the New Year. So below are the issues that I think will be the three “big ticket” items in 2017, along with some questions you might want to consider asking your CRM and SaaS...

The Office Christmas …

Last week saw the the usual out of office OpenCRM Christmas Party. Last year we got all dressed to the nines and went Private Dining at Rockliffe Hall so this year we thought how on earth are we going to top that….. PAINTBALL AND PUB!!! We headed off to No Limits Paintball for an afternoon of snipering and target practice for some and lots of ooo’s and ahh’s from others, I was the latter! We had a blast (Pardon the pun)...

Interviewing for a CR…

Whenever I’ve been to an interview, my two favourite questions to ask are: “What is a normal day for someone in this role?” and “What will be your expectations of me after the first three months?” The first question is usually answered with a quick outline of basic jobs and then quickly descends into some of the more quirky, unusual, or random tasks that sometimes crop up. Every time I’ve asked this question, I have walked away with a far better...

Is It Safe To Head Ou…

There are so many ways of receiving the news, and this information becomes so much more powerful when it is designed to answer your questions or make you aware of issues specific to you. One great example of this is Transport Scotland. They have recently worked on developing a website and companion app that lets you know in real-time along which routes their trucks have been gritting the roads. The idea behind the live monitoring is to help give motorists confidence...

Festive Decorations: …

It’s easy for people to get caught up in the festive spirit at a time like this. Some people will want to decorate their desk or the whole office. Others will bring in mince pies and sing carols, nonstop, from 9am on the 1st of December. It can make this cold and dark month feel immediately cheery. But what about people who don’t enjoy Christmas? Or don’t celebrate it? How do you make sure that no one feels left out in the...

Keep those Leads Nice…

Just in case you hadn’t noticed it is now quite cold, I know this first hand as my heating went pop last week (cue the violins). However just because it is cold outside you should still make sure you keep all those valuable Leads nice and warm. By managing your Leads correctly you make sure you get the most out of every Opportunity, whether you are entering your Leads manually into OpenCRM or automatically via your website for instance. Action Plans are...

The Customer Portal: …

Every system we create has a little window built into the side of it. We call it the Customer Portal and it gives you the ability to forge an even closer connection with your customers. And the best part? It’s completely free to use, just ask our support team to switch it on for you. You’ll be live within a matter of minutes. So what can you do with the Customer Portal? How does it bring you closer to your customers? Well, there...

Acknowledge Your Know…

Within many businesses, the information that you possess is as valuable as the physical assets you hold. Firstly you need to keep your all-important records of your day-to-day trading. Invoices, purchase orders, personnel costs – everything that makes you accountable to the taxman. Secondly your customer database is your real intellectual money in the bank. It is data like this that have helped make the likes of Facebook, Amazon or Google the businesses they are today, as they are able...

I’m Thankful For…

Just by a strange happenstance, I am posting a blog on the American Thanksgiving, so it feels rude not to at least mention the holiday. I’ve been told, by one of our resident Americans here at OpenCRM, that a Thanksgiving tradition is to say what you are thankful for during the meal. Now, I’m going to wait until Christmas to sit down to a big turkey dinner, but I can certainly say what I’ve been thankful for this year: UK Cloud Awards This...

After the Lord Mayors…

As you may have seen on Twitter, I was delighted to attend the North East Expo last week, as described in my recent blog post. But what now? When you get back from a conference, expo, or other big event, there’s still some work to be done. You have all of the information that you collected on the day, don’t let it all go to waste. Enter that data! By entering all of the names and information you collected into OpenCRM, you can...

Keeping Track of Empl…

With the Christmas break looming on the not-so-distant horizon, the subjects of holiday time and opening hours are being discussed up and down the country. A lot of offices close over the holiday period, there are a number of bank holidays, and people need to take extra time off to look after kids who are out of school or just to recover from the inevitable parties. Juggling all of these requests can be tricky for an HR department (or individual). So what...

How To Guarantee Quan…

I'm not sure if you're familiar with the concept of six degrees of separation? The ideas is that all living people are six steps or less from one another, making the entire world population reasonably close. Bearing this in mind, you may well have hundreds of friends, families, business or other associates floating around your network. LinkedIn has even turned this into a feature, showing you people within your environment as being 1st degree, 2nd degree and 3rd degree of...