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Service Geeni allows for seamless integration with Xero, you can use the integration package to push sales and purchase transactions directly from Service Geeni to Xero, automating financial records and reducing manual data entry.
Log into Service Geeni and Xero
To start things off:
Open Chrome and log into your Service Geeni account.
Next, open a new tab or window and log into your Xero account.
Open the Xero login page, enter your credentials, and log in.
Note: Once Xero and Service Geeni are linked you don’t need to have Xero open.
Great! Now that you are logged into both accounts let's walk through the necessary steps to link them.
Setup the Accounts link
Step 1: Configure Account Package Information in Service Geeni
To do this, head over to your System Settings. This is located within the settings Cog at the top right of the screen.
Click on Settings and select System Settings.
Then, go to the Company Address tab.
When the page opens, you will land on the Company Address page.
Scroll down to the Account Package Integration Profile section at the bottom of the page.
At the bottom of the window click Edit.
Select Xero V2 from the dropdown.
Then, click the Connect to Xero button.
This will open up an external window.
If you are not already logged in to Xero an alert will pop up prompting you to enter your Xero credentials.
An alert page will pop up, where you need to select your organisation if your profile is associated with multiple ones.
or
Click Continue with 1 organization.
Select Allow Access.
Your account will now be linked.
After allowing access the window should close.
Head back to the Service Geeni page and click Save to store your Xero credentials and connection preferences.
Congratulations! You have now successfully linked Xero to Service Geeni
Continue with the next steps to make sure the integration is set up properly.
Step 2: Sync Payment Terms from Xero to Service Geeni
You can now start to sync the Payment Terms between the two.
Let's start by viewing the Payment Terms In Xero.
From the Dashboard:
Go to Settings.
Invoice Settings.
Default Settings.
Take note of the default payment term, e.g., "30 days from invoice date."
Now that you have taken note of the Xero Default Settings for Payment Terms, head back to Service Geeni to set them up.
You can get to the Customer Details section by:
Heading to System Settings.
Then, navigate to the System Defaults tab.
Scroll down to the Customer Details section.
You now need to set the value of the Payment Terms to the same as Xero.
Click on the ellipsis (...) and a new window will open where you can choose an existing Payment Term or create a new one with the +Add button.
Fill in the payment term fields for:
Payment Term
Days
Term Type
Once completed click Save.
The window will close and you will be taken back to the Select Payment Terms dialog box.
Click the Add button again to add all the Payment Term values (available in Xero) to Service Geeni.
Skip this step if the values are the same. If the values are not the same continue until they are.
Step 3: Set Up Nominal Codes for Sales and Purchases
A Nominal Code links accounts between Xero and Service Geeni, enabling accurate posting of transactions. Sales transactions, for example, use the Sales Nominal Code in Xero.
Configure Sales and Purchase Codes:
In Xero, to view your Sales Code and Purchase Code head to:
Accounting
Chart of Accounts
Note these codes down.
Then, head back to Service Geeni:
Go to Stock Records.
Edit Stock and assign the Sales Code as Sales Analysis Code and the Purchase Code as Purchase Analysis Code.
Specify Default Payments
For this to work properly, you must make the default payment settings for Service Geeni and Xero the same.
To do this head to Xero and click on your profile or organisation name.
Select Settings.
Then Invoice Settings.
In the new window click Default Settings.
A window will open up – Here you must match the settings to Service Geeni.
Head back to Service Geeni and click the System Defaults tab (within the Settings cog).
The contents of the System Defaults tab are displayed here.
Step 4: Sync Customer and Supplier Profiles
Service Geeni auto-syncs customers and suppliers with Xero periodically. It is good practice to verify that the profiles in Xero and Service Geeni are synchronised.
Note: Newly added profiles in Xero will also automatically sync to Service Geeni without manual intervention.
In the Customer Details section, you can set the Payment Terms, Currency Code, Repair, Service and Inspection Charge codes, Invoicing options, Priority level and Country.
Set the value of the Payment Terms field to the same as in Xero.
Skip this step if the values are the same. If the values are not the same, click on the ellipsis and a new window will open.
Click on the Add option.
Enter the payment term details such as Payment Terms, Days, and Term Type.
Once completed click Save.
The window will close and you will be taken back to the Select Payment Terms dialog box. Click the Add button to add all the payment term values (available in Xero) to Service Geeni.
Step 5 Adding Purchase & Sales VAT for Transactions
Configure VAT Profiles:
For each VAT profile in Service Geeni, set the Xero Purchase Tax Rate Name and Xero Sales Tax Rate Name if needed.
This step links VAT profiles in Service Geeni to Xero’s VAT for income and expense transactions.
The names for VAT profiles registered in Xero may differ from those in Service Geeni.
Also, a VAT profile in Xero may have two different rates for purchase and sales-related transactions whereas a VAT profile in Service Geeni has only a single rate.
Navigate to the System Defaults page under System Settings.
Using the ellipsis in the VAT Code field, you can select, alter, or add a new VAT Code.
A window will pop up and you will be able to alter existing VAT Codes or create a new one using the add button.
To edit an existing one click the edit icon in the action tray.
Enter Xero Purchase Tax Rate Name and Xero Sales Tax Rate Name. These should be the same ones as specified in Xero.
Congratulations! You have successfully integrated your Xero account.
Next Steps
For the next steps within Service Geeni check out the below articles:
Once you have completed all these steps your account package will be linked to Xero.