In this article, we will review the steps required to integrate your Xero account with Archie. Before starting these steps, you must have already created an account in Xero.
Step 1. Integrating your Xero account with Archie
Go to "Settings / Integrations / App marketplace"
Locate the Xero app and click "View Integration"
Click "Connect Xero account"
Enter your Xero credentials and Log in
Note: If you already logged into your Xero account from the same browser that you are using for Archie, you will be taken directly to the "Allow access" step
Click Allow access
You will be redirected back to the home page
You are now ready to start using this app
Archie tip: If you have more than one location, you will need to do this step for each of your locations
Step 2. Create a tracking category in Xero(Optional)
If you have more than one location, the best option is to create a tracking category in Xero. This will facilitate tracking the invoices generated for each of your locations in Xero.
For more information about creating tracking categories, you can refer to this Xero article
In this guide, we will be working with two locations that have been created in Xero following the steps mentioned above.
If you only have one location in your workspace, you can skip this step.
To associate a tracking category to a location:
Go to "Settings / Integrations / App marketplace"
Locate the Xero app and click "View Integration"
Click the Configuration tab
Confirm the location that you will be setting by clicking the Location dropdown field located below the title App marketplace
Click the Select button next to Tracking category
Select the Category (tracking category name in Xero)
Select the Option desired (Category option in Xero)
Click Confirm
Repeat the same steps to associate a tracking category to another location
Step 3. Configuring your synchronization settings
Go to "Settings / Integrations / App marketplace"
Locate the Xero app and click "View Integration"
Click the Configuration tab
Under Synchronization type select:
Automatic: If you want all of your elements from Archie automatically synced with Xero
Manual: If you want to manually select which elements from Archie will be synced with Xero
Archie tip: If you were previously working with the Manual setting, of if you were already working without Xero, selecting the Automatic setting won't sync elements that were already created, the Automatic setting will be applied to new elements moving forward.
Step 4. Creating your tax codes and link them
Go to "Settings / Billing/ Tax Codes"
Click "Add a tax code"
Enter your tax code name
Click the Add tax button
Enter the information for your Tax
Click Confirm
Select the tax recently created
Click Link a Xero tax
Select the Xero tax from the dropdown list (This list comes from your Xero account)
Click Confirm and click Confirm again to finish the process
Repeat this step if you would like to configure additional taxes
Step 5. Linking your payment accounts
Go to "Settings / Billing/ Payment accounts"
Locate the payment method that you want to link
Click the 3 dots button and click edit
Click the Link button under the Xero configuration frame
Select the account to link (This list comes from your Xero account)
Click Confirm and click Confirm again to finish the process
Archie tip: You can easily identify which payment account has been already linked with Xero by looking for the blue Xero logo added next to the account.
Archie tip 2: You can create your custom payment accounts by clicking the "Add payment account" which can also be linked to Xero
Step 5.1 Adding a processing fee & link them
Go to "Settings / Billing/ Payment accounts"
Locate the payment method that you want to add a processing fee
Click the 3 dots button and click edit
Click the Add processing button button under the processing fee configuration frame
Add your Flat and/or percentage values
Select which account would you like to link this fee to
Click Confirm and click Confirm again to finish the process
Step 6 (Final): Linking everything you sell to your Xero products
Each element, product, service, or plan you sell on your site in Archie must have an accounting code and be linked to a corresponding product in Xero. If the Xero products are not set up before attempting to integrate with Archie, you won’t be able to link the Archie product to its Xero equivalent, and invoices will encounter errors when syncing between Archie and Xero.
Go to the settings of the item that you want to link (Room, desk, office, resource, product, service, plan, or day passes).
Scroll down to the Accounting code section
Click Choose code, and click add code
Enter the Code and Name desired
Optional: If you are adding the code for the first time, click the Link a Xero revenue account to link this code to an account in Xero
Click Save & Next
Go to the Integrations tab
Scroll down to the Xero configuration frame and click on Link a Xero item
Select the Item that you want to connect (This list comes from your Xero account)
Click Confirm
Click Save & continue and click Finish to complete the process
Archie tip: Remember to perform this step for all items sold in your workspace. This includes one time fees and deposits.
Additional information 1. How to fix an invoice that failed to sync
Go to "Billing & products / Invoices"
Locate the Invoice desired
Click the 3 dots button
Click See history
Click the Sync tab
Identify the error & how to fix it in the table below & fix the issue based on the error
Open the invoice
Click at the top right button called "Force Sync" - this should work
If it did not work, repeat the steps above to uncover the new sync error and fix it.
Sync error type & how to fix it
Error description | Meaning & how to fix it |
Item code missing in accounting configuration | One of the items in the invoice has not be linked to a Xero equivalent. To fix it, follow the step 6 of this guide above to link all your items to your Xero products & force sync the invoice to fix it. |
Additional information 2. Working with Invoices between Archie and Xero
Invoices sync one way between Archie and Xero. If an invoice is created or modified in Archie, it will automatically be updated in Xero. However, if an invoice is modified in Xero, it won't be changed in Archie. Therefore, it is strongly recommended to always modify your invoices in Archie to avoid configuration issues.
Same as invoices, Credit notes sync one way; if a credit note is created in Archie, it will be synced with Xero. However, if a credit note is created in Xero, it won't be synced in Archie.
Payments sync in both directions. If a payment to an invoice is made in Archie, it will be synced with Xero, and vice versa.
When creating a manual invoice, make sure that you add the accounting code and Xero line for each item you include with every added line.
When your synchronization setting is set to manual, every invoice will display "not synced."
To force syncing of an invoice | To turn the sync on |
|
|
|
|
|
|
|
|
Additional information 3. Modifying the Xero account associated with an user
Go to the account that you want to modify
Click the Billing tab
Under the Xero account frame, click the 3 dots button and select:
Disable automatic sync to stop the automatic syncing for this specific account
Disconnect Xero account to disconnect this specific xero account from this user
Archie tip: If you have more than one location in your workspace, A Xero account is created on every location that the user makes a purchase, if you want to disable or disconnect a Xero account from a user for all locations, you will have to do this step in each location