Unleashed can integrate with your accounting provider to provide your business with real-time information. This is useful when completing transactions in Unleashed, such as receivables, credits and stock journals.
These details are accurate at the time of writing this Help file. However, from time to time Xero may make further changes that are unknown to Unleashed.
The following is a summary of key points that you need to note before proceeding:
Once Unleashed is fully integrated with Xero, you can benefit from increased efficiency and accuracy. Our seamless integration ensures that no re-keying of information is needed and accounting data is preserved.
Xero is easy to use online accounting software that is designed specifically for small businesses.
The following diagram illustrates what Unleashed data can be exported after the integration is configured.
You can optionally re-import Customers and Suppliers if required. For example, a tax rate has been changed or you have added a new account, then you have the option to do this. When the data is re-imported, you can import new data based on their display name. So, if the Display name of a Customer has changed in Xero, it imports as a new customer in Unleashed.
Users can select what is exported on the configuration page, which includes:
We do not currently support exporting of products.
All changes made to Customers and Suppliers automatically export to Xero. For Supplier Returns, Sales, Purchases and Credits, they only exports when completed. Refer to the list below for more information.
Customers: Export to Xero all newly created customers and also already existing customers when details are updated.
Suppliers: Export to Xero all newly created Suppliers and also already existing customers when details are updated.
Supplier Returns: Export to Xero —on the condition—only when they have the status of "Completed".
Sales: Export to Xero —on the condition—only when they have the status of "Completed".
Purchases: Export to Xero —on the condition—only when they have the status of "Completed".
Credits: Export to Xero —on the condition—only when they have the status of "Completed".
Unleashed does not export product details. Each time we want to mention a product, we create a Sales product that contains basic information such as price, but has no additional details.
In terms of formats, there is no valid information mapping required when transferring data between systems. Only that Customers, Suppliers and Employees cannot have the same Display Name in Xero or Supplier, Customer codes in Unleashed.
When you first integrate Unleashed and Xero, the SOH value within Unleashed does not export across to Xero. Therefore, the initial SOH value needs to be manually adjusted via a stock journal entry directly into your Xero account; this manual adjustment needs to occur against the default Stock On Hand account selected within your Unleashed | Xero Configuration Setup.
SOH value between the two systems must match before any transactions are completed within Unleashed; this will make reconciling much easier!
Any transactions that occur after this point —where stock is adjusted in Unleashed— will generate a Stock Journal and send it across to the Stock On Hand account in Xero.
It is important that you perform your integration configuration in the same order as this Help section is organized;
The Xero overview tab describes:
It also provides;
The aim is to ensure users have all the available information to ensure a seamless integration.
If you have not installed the application, click on the Install App button available on this page. It will guide you through installing a Xero account.
From this page,
Select the required configuration settings.
The Chart Of Account must be setup within Xero as the following account type in order to work with Unleashed:
Cost Of Goods Sold = Direct cost
Sales = Sales
Stock On Hand = Current Asset
Sales Account: The Sales Account selection should be the primary sales account in your Xero Profit and Loss. All completed Sales Orders and Sales Credits in Unleashed will have the transaction lines coded to the Xero sales account (you can set up overrides on the product and customer).
Cost of Goods Sold Account: The Cost of Goods Sold Account selection should be your cost of goods sold account in your Xero Profit and Loss. All shipment journals sent to Xero will be coded to Cost of Goods Sold account and the Stock on Hand account.
Stock On Hand Account: The Stock On Hand Account selection should be your stock on hand account in your Xero Balance Sheet. All purchases and journals sent from Unleashed will be coded to this account.
All the configuration settings must be selected to enable each interface to flow real-time to Xero (you can un-check them if that information is not needed). After you have imported your stock, you must have the Stock On Hand amount in Xero equal to the Stock On Hand value in Unleashed. Ensure you have this fully implemented before you start performing transactions in Unleashed.
AUTO SYNC TAX CODES: You can automatically sync tax codes using this option. Click AUTO SYNC TAX CODES to create a copy of your tax codes to Unleashed. These will automatically be mapped to your accounting provider tax codes.
Let me manually do this: Displays the Taxes setup page in Unleashed, where you can configure your tax settings.
Import or sync customers, suppliers, and tax data between Unleashed and Xero.
The Xero Export page enables you to export transactions in Unleashed to your Xero account.
On this page you can also compare the transactions in Unleashed with Xero and show any variances between the two.
To do this;
Any variances you find can be investigated and the transaction re-exported if needed. The View column at the end which attempts to open the transaction in the system it was exported to.
You can only us the Reconcile Transaction button for a maximum range of a month at a time. The values will remain so you should not have to click it again (unless you need to check it is now correct).
The Connection Log provides a list of every single action that has occurred during the integration process. For example, you can use the log screen to determine any issues that might occur during the integration process. This could include a validation error, or any other possible faults. You can use the Connection Log page to determine what the actual fault is, and then plan to fix accordingly. The logs only keep the last 7 days of activity.
You can select the log level that you need to view for analysis. You have the choice of;
The following is a list of most of the field validations that are mapped during the Xero integration. All available information has been gathered to ensure you have the easiest integration possible.
Products are not sent to Xero. Also, Unleashed cannot send transactions to Xero if the Content record in Xero is archived.
|Customer Name or Supplier Name||Contact Name|
|First Name||Primary Person/Name|
|Last Name||Primary Person/Name|
|Contact Postal Address||Postal Address|
|Contact Physical address||Physical Address|
|Phone Number||Telephone Number|
|Fax Number||Fax Number|
|Mobile Number||Mobile Number|
|DDI Number||Direct Dial Number|
|GST/VAT Number||GST Number|
|Street Address or PO Box||Street Address/PO Box|
|Postal Code||Postal / Zip Code|
|Street Address||Street Address|
|Postal Code||Postal/Zip Code|
|Credit Completed Date||Date|
|Credit Number||Credit Note#|
|Sub Total||Sub total|
|Tax Total||total GST|
|Tax Rate||Tax Rate|
* For Free Credit function only.
|Supplier Return Number||Reference|
|Tax Total||Total GST|
|Order Price||Unit Price|
|Due Date||Due Date|
|Tax Total||Total GST|
|Disc. Price||Unit Price|
|Tax Rate||Tax Rate|
|Invoice Number||Invoice #|
When these transactions are created, a journal is sent to Xero and no field mappings are used. Instead, just the Reference Number and Total Adjust values are used.
|Total Adjusted Quantity||Total|
The reference field on a journal in Xero is the transaction number of the transaction it relates to in Unleashed.
Completed date is calculated based on Supplier's payment terms.
|Tax Total||Total GST|
The following is a list of transactions that can be made Unleashed once the integration is completed. It highlights what happens in Xero, when a transaction is made in Unleashed. The transactions are based on what is conveyed within the Unleashed menus.
|Purchase Order Completed||Draft Payable (Purchase)|
|Supplier||Adding supplier inside Unleashed adds the supplier as a contact in Xero. The contact will be marked as a supplier when you purchase from that supplier to create and complete purchase orders.|
|Supplier Return||Once the user completes the Supplier Return, the credit note for the supplier is created in Xero. This is under Bills.|
|Stock Adjustments||Draft Stock Journal, A journal is created in Xero. These journals are created in the form of a Bill with the total balance of 0, i.e Debit shrinkage expense 100 and Credit Stock On Hand 100.|
|Stock Revaluation||A journal is created in Xero. These journals are created in the form of a Bill with the total balance of 0.|
|Stock take Adjustment||A journal is created in Xero. These journals are created in the form of a Bill with the total balance of 0.|
|Completed sale order||Draft Receivable (Sales)
Draft Stock Journal
|Customers||Adding customer inside Unleashed adds the customer as a contact in Xero. The contact will be marked as a customer when you sell to that from customer to create and complete sales invoice.|
|Credit||A credit note for the customer is created in Xero. If the Return box is checked, then a credit journal will also be sent.|
|Sales Shipment||Sales journal inside of Xero.|
|Draft Sales Invoice and a Draft Stock Journal is created.||Sales Invoice|
If you have a demo Xero account, you can connect Unleashed to it, and view how the two systems are operating. Once you have done this, you may want to create purchase orders, sales orders, etc to see the interaction and information sent from Unleashed to Xero.
|1||Purchases are created in Unleashed —for a stock quantity and stock value. Then, they are receipted in Unleashed.||Once receipted, a draft bill is sent to Xero—this is both for the reconciliation of payment, and the Xero stock on hand account, which updates with the stock value.|
|2||Invoices are raised in Unleashed for your sales.||Once sales invoices are completed, the stock is removed from Unleashed and an invoice is sent to Xero; this is used for the payment reconciliation. And a sales shipment journal is sent, which moves the stock value sold from your Stock On Hand account to your Costs of Goods Sold account.|
|3||Suppliers and Customers are created and updated in Unleashed. However, you can import some customer and supplier data into Unleashed from Xero.||You can import customers / suppliers. Also there is an option that you can re-import the existing customers.|
|4||The integration allows:
The Xero failed exports list can be located at the bottom of most pages within Unleashed and is easily viewable by clicking the View Failed Exports button.
Once you click the View Failed Exports button it will then load a list below of all your failed exports and the relevant information. The information you get is detailed below:
Additionally, you can use the Export All button to attempt to re-export all these failed exports with one click of the mouse.
Contact Unleashed Support if you need assistance with troubleshooting.
When Xero is connected with Unleashed, you can use the Partial Invoices function to load sales invoices to compare with Xero invoices. This is ideal for users that need to check their invoices throughout the invoice process and provides you with the ability to have more transparency.
Make sure you are connected to Xero and have Invoices enabled before performing this task.
The following highlights some key column descriptions.
If the amount in your Stock on Hand asset in Xero is different to the stock on hand figure in Unleashed, then you can perform some steps to address this issue. Each step is outlined below and it is best if you follow them in order:
If these steps do not help in finding the variance, then you may need to make an adjustment in Xero and monitor the balances going forward. To make sure you have the right stock figure do a stock-take in Unleashed and confirm the costs are correct. Once you have done that you can run a stock on hand enquiry and get the correct stock figure (Inventory | Stock on Hand Enquiry). You can then make the relevant changes in Xero to make them match up.
Alternatively as a last resort, you can use the account transactions report mentioned in #3 and compare it to all the transactions coming from Unleashed to see where it has differed. Depending on how many transactions you have this could be quite time intensive.
If you pay for something before receiving it — whether it is the full amount or a deposit— you may want to record this in your accounting and inventory system. If you have paid for something in advance, the transaction shows up on your bank statement.
Using this transaction, you can create a prepayment which means it can be then be reconciled (you can create the prepayment transaction without the entry on your bank statement as well). This means if any deposits are made regardless of whether it is you paying or receiving it you can reconcile it to a prepayment transaction in Xero. When the Sale or Purchase invoice is then sent to Xero from Unleashed you can match it up to the prepayment.