The Xero integration in Unleashed offers several advanced features that can enhance your financial management and reporting capabilities. These features provide better visibility into customer finances, streamline payment tracking, and enable more detailed reporting through Xero's tracking categories.

The Customer Credit Limits feature automatically syncs outstanding invoice balances from Xero to Unleashed, allowing you to set and monitor credit limits for individual customers. This provides better control over customer debt and helps prevent overextension of credit.

Before enabling Customer Credit Limits in the Xero integration, ensure:

To enable the sync of customer credit limits from Xero:

To apply credit limits to customers:

To apply credit limits to multiple customers, use the Import Customers template.

Whilst the customer's Credit Balance will automatically sync hourly, you can click on the refresh icon in the customer's record, in the Details tab next to the Credit Balance, to manually refresh it. The manual sync will only refresh once every 15 minutes.

When a Credit Limit has been applied to a customer, and their synced outstanding invoice balance exceeds the limit, you can create and complete Sales Order invoices for the customer, but you cannot complete the Sales Order's shipments.

However, if your user has the "Override Credit Limits" role permission enabled, you can choose to ignore the exceeded credit limit for the customer by ticking the "Ignore Credit Limit" checkbox in their Sales Order. This will allow you to dispatch Shipments and complete Sales Orders for the customer, regardless of their outstanding invoice balance in Xero.

The automatic Payment Received Flag feature in the Xero integration automatically syncs payment information from Xero invoices to your Unleashed Sales Invoices, updating them with a "Payment Received" flag when any payment has been applied in Xero.

To enable the Payment Received Flag and set its sync rate:

When enabled, the integration will check for invoice payments either hourly, every 6 hours, or once a day, depending on the configuration's "Polling Frequency". When any amount is paid for an invoice in Xero, the integration will update the synced invoice in Unleashed with a "Payment Received" flag. This indicates to you in Unleashed that a payment was received, but it does not specify if the payment is partial or complete.

The Payment Received sync is a one-way sync, meaning Xero will remain your source of truth for payment information. Any manual changes made to an Unleashed Invoice's Payment Received flag will not sync back to Xero, see Marking a Sales Invoice as Payments Received.

Tracking Categories enable you to pass additional data from Unleashed to Xero for enhanced reporting and analysis. This eliminates the need for multiple account codes while providing detailed transaction categorization.

The data categories available to track on the transactions exported from Unleashed ot Xero are:

Up to two Tracking Categories can be applied to the following transaction types:

Some Tracking Categories may not be available for all exported journals, as the integration doesn't sync with the inventory side of Xero, e.g., sales journals will not export Product Group data.

To successfully track categories from Unleashed, you must first configure the matching categories in your Xero account. For example, if you are tracking Warehouses, you must add the name of each warehouse in your Xero account's Tracking Categories page.

To configure tracking categories in Xero:

You cannot create, manage, or delete Xero's tracking categories from within Unleashed. You must update both systems manually to apply any changes. For more details on adding Tracking Categories in Xero, see Set up tracking categories.

To enable Tracking Categories for your Xero integration:

Transactions that have already been exported to Xero, before the integration's Tracking Category feature has been enabled or updated, will not update retrospectively to include Tracking Categories.

However, from then on, when the selected transactions export to Xero, the Xero transaction will include the Tracking Category's detail, as selected in the Unleashed transaction. You can then filter your reports in Xero by these tracking categories.

If a tracking category exists in Unleashed but has not been added in Xero, when the category is selected in an Unleashed transaction, when the transaction is completed, it will successfully export to Xero, but its tracking category field will be blank.