How to Integrate with Xero

Our Xero integration will allow you to send Purchase Orders directly to your Xero Account.
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Head to Settings > Company Info > Integrations

On the Integrations tab, you will see a list of possible integrations that can be made. You should see an option here for Xero.
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Click the orange Add Integration button on the Integrations page.
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You will then be directed to Xero - Please log in to your Xero account here.
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Once logged in, select your organisation that you wish to link with Edify. You may have multiple Xero organisations within your business (ie - You may have an organisation on Xero for every site you have, or per area).
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If you have multiple organisations, repeat this step for each organisation. Organisations can be easily added or removed at a later date if needed.
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Once you’ve linked all the organisations you’d like, click Continue to confirm you are happy for Edify to view and manage your Xero data.
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You will then be directed back to the Company Info page on Edify to continue setting and customising the integration.
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Once you’ve linked your Xero organisations to Edify, these should now show in the Integrations tab in Edify
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Find the organisation you wish to configure and press the Configure button to customise the linked sites, suppliers and tracking categories for a Xero organisation
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Once a Xero organisation is linked to your company, you need to let Edify know which sites you want to connect with it. Click the sites you'd like to connect, and then click Save Sites.

You will be shown a warning that saving the changes could disconnect sites from other organisations. If you are happy to continue with the changes made, click ‘OK’.
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Once you have at least one site connected to a Xero organisation, you are then able to assign suppliers within Edify to your suppliers in Xero (within Xero's help documentation, you may see them refer to suppliers as ‘Contacts’).
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​For each supplier you want to link with Xero, select the relevant Xero supplier from the drop-down menu beside its name, then press ‘Link with Xero’ to save the connection.
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If you make any mistakes, you can press Remove Link to undo a connection between a supplier and Xero. If you have multiple organisations to connect, repeat this step for each Xero organisation

Nex​t you should link the products in Edify to the corresponding Nominal Codes (also known as Xero Account Codes or Spend Category) in Xero.

You can filter the products which appear in the "Products" box by either Supplier or Category in the "Filters" box.

Use the 'Select All' button or the tick box by a product to select the products you would like to assign to a Nominal Code.
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From the dropdown in the "Xero Account Codes" box select the Nominal Code you'd like to assign the products to.

Tracking categories are used to allow you to track purchases across regions/locations.
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If you have already set up a tracking category within your Xero organisation, you will be shown a drop-down menu in the Edify Integrations tab.
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​How to add/re-activate a tracking category in Xero

On Xero, head to to Accounting > Advanced > Click the Tracking Categories button.

Select the category you want to use for tracking your purchases, and you will see a list of options pulled directly from Xero. You can then assign sites linked to the Xero organisation being configured with their appropriate tracking options
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Each tracking option can link to as many sites as required, but each site can only be linked to one tracking option. You can also opt to have sites not assigned to a tracking option
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Once you are happy, click Save Tracking Configuration to save your chosen tracking category and option assignments.
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You can always make changes to this configuration later. You’re also able to save a partially complete configuration, if you’d like to come back later to finish your changes.
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Purchase Orders sent to Xero by Edify will use Nominal Code 315 for Purchase Orders made by a CPU, and Nominal Code 300 for Purchase Orders made by any other site.
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It is essential that your Chart of Accounts in Xero includes accounts with codes 300 and 315, in order to allow your Purchase Orders to be shown in Xero
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Once you have linked a Xero account to your company, admin users will be able to send Purchase Orders through to Xero.
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​How to push a PO to Xero

First, navigate to Orders > Order History.
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The checkboxes on the left-hand column will allow you to multi-select which purchase orders you wish to send to Xero.
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You can select individually, or Select All using the checkbox at the top of this column.
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Once you’ve selected all of the Orders you wish to send to Xero, scroll to the top of the page, and click the ‘Send Purchase Orders to Xero’ button
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Once an order is sent to Xero, no further changes can be made to this order within Edify. Once you click the button, you'll see this warning show up on the page. If you are happy to continue, click ‘OK’.
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You should now see the Purchase Order in your Xero account. Any orders successfully sent to Xero will now display a tick in the Xero column on your Order History Tab.
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​What if the Order shows a warning in the Xero column?

You may see some orders in your Order History showing a warning triangle icon next to them. This means that an order cannot be sent to Xero.
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To see the reason why, hover over the warning icon to see a message about what is preventing this.

If you need to disconnect a Xero organisation (If you don’t use the organisation anymore, or if you’d like to change the Xero organisation linked to Edify):
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Head to Company Info > Integrations.
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Find the Xero organisation you wish to disconnect and press the ‘Disconnect’ button
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You will be prompted to ensure you are happy to disconnect the Xero organisation, and can continue to disconnect by pressing the ‘Disconnect Xero Integration’ button
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FAQs
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​Why can't I see the integrations tab on Edify?
​Integrations can only be configured by an admin user. This tab won't be visible for non-admin users.
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​I sent the PO to Xero, but still can't see any Orders coming through to my Xero Account?
Ensure you have the correct nominal codes set up in your Chart of Accounts in Xero. This must be set with codes 300 and 315, in order to allow your Edify Purchase Orders to be shown in Xero.
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​I need to delete an order that was cancelled/incorrectly confirmed in Edify, but it's already been sent to Xero.
To remove an order from Xero that was confirmed and sent from Edify, please contact our support team who will have to delete the Purchase Order record from both of your accounts.