Once you've setup the integration between Unleashed and Xero your transactions, Customers and Suppliers will sync from Unleashed to Xero as per your configuration settings. The following article describes how the integration will behave and how data will be mapped and synced.
Tutorial Video
Unleashed to Xero Workflow
Connection Log
The Connection Log allows you to review the updates that have been processed between Unleashed and Xero. It provides a list of every single action that has occurred during the integration process. You can use the log screen to identify any errors or issues that might occur when transactions attempt to export or when customers and suppliers are synced, to determine what the actual fault is, and then plan to fix accordingly. The logs only keep the last 7 days of activity.
Viewing in log levels
You can select the log level that you need to view for analysis. You have the choice of;
ERROR: Displays error type logs.
INFO: Displays general log information, such as products details being transferred.
ALL: Displays all log levels.
Field mappings
The following is a list of the Customer, Supplier and transaction data fields that are mapped when your Xero account is integrated with Unleashed.
📌 Note: Product records are not synced or exported to Xero.
Customers and Suppliers
Customer and Supplier contacts are synced with Xero individually based on the contact's email address. Each contact in Unleashed must have a unique email address in order to sync with Xero successfully. You cannot sync a Customer and Supplier with the same contact email address in Unleashed with a single contact in Xero. If a contact is both a Customer and Supplier to your business, you must create a unique Customer and Supplier record in Unleashed, to be managed as separate contacts in Xero.
Unleashed Customer or Supplier field | Xero contact field |
Customer Name or Supplier Name | Contact Name |
First Name | Primary Person/Name |
Last Name | Primary Person/Name |
Email Address | |
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 |
Currency | Default Currency |
🤓 Tip: The Xero integration will update or remove the tick from the "include in emails" checkbox against a contact record in Xero.
Postal and Physical Address
Unleashed Address | Xero Address |
Street Address or PO Box | Street Address/PO Box |
Town/City | Town/City |
State/Region | State/Region |
Country | Country |
Postal Code | Postal / Zip Code |
Sales Invoices
Unleashed Sales Invoice | Xero Sales Invoice |
Customer Name | To |
Invoice Date | Date |
Due Date | Due Date |
Customer Reference | Reference |
Product Description | Description |
Product Group | Group |
Sub Total | Subtotal |
Tax Total | Total GST |
Total | Total |
Quantity | Qty |
Disc. Price | Unit Price |
Line Total | Amount |
Tax Rate | Tax Rate |
Invoice Number | Invoice # |
Credit
Unleashed Credit Note | Xero Credit Invoice |
Customer Name | Contact |
Credit Date | Date |
Credit Number | Credit Note# |
Invoice Number | Reference |
Customer Currency | Currency |
Sub Total | Sub total |
Tax Total | total GST |
Product Description | Description |
Qty | Qty |
Price | Unit Price |
Amount | Subtotal |
Tax Rate | Tax Rate |
Reference | Reference |
Purchases
Unleashed Purchase Order | Xero Bill to Pay |
Supplier Name | From |
Supplier Invoice Date | Date |
Currency Code | Currency |
Sub Total | Subtotal |
Tax Total | Total GST |
Total | Total |
Product Description | Description |
Qty | Qty |
Price | Unit Price |
Line Total | Amount |
Purchase Costs
The Cost Lines added to a Purchase Order will export as a seperate Bill to Pay in Xero when the cost's supplier and cost date differ from the PO's Supplier and Supplier Invoice Date.
Unleashed Purchase Order Cost | Xero Bill or Pay |
Supplier Name | From |
Cost Date | Date |
Currency Code | Currency |
Cost | Subtotal |
Tax | Total GST |
Cost Total | Total |
Supplier Returns
Unleashed Supplier Return | Xero Supplier Return |
Supplier Name | From |
Return Date | Date |
Supplier Return Number | Reference |
Currency Code | Currency |
Sub Total | Subtotal |
Tax Total | Total GST |
Total | Total |
Product Description | Description |
Qty | Qty |
Order Price | Unit Price |
Xero Stock Journals
When Sales Shipments, Stock Adjustments, Stock Counts or Stock Revaluations are completed in Unleashed they generate a Stock Journal in Xero with no data field mappings. The Stock Journals will only include the transaction's order or reference number in it's journal reference and the total value being adjusted in the Stock on Hand and Cost of Goods Sold accounts.
Unleashed Adjustment | Xero Adjustment Journal |
Total Adjusted Value | Total |
Data synced between Unleashed and Xero
The following is a list of transactions that will be created in Xero when the Unleashed transaction or record is completed.
🤓 Tip: If you have a demo Xero account, you can connect Unleashed to test how the two systems operate together. Create, receipt dispatch, and completed Purchase Orders and Sales Orders to see the interaction and information sent from Unleashed to Xero.
Transaction overview
Unleashed behaviour | Xero behaviour |
Purchase Orders receipted and completed in Unleashed increase Stock on Hand quantity and Stock Value. | Upon receipt or complete in Unleashed, a draft Bill to pay is created in Xero to reconcile payment for the Supplier and to increase the Stock on Hand account's value. |
Sales Invoices are completed in Unleashed for Sales Orders. | Completed Sales Invoices in Unleashed create an Invoice in Xero to reconcile payment from the Customer, increasing the configured Sales account's value. |
Sales Shipment dispatched in Unleashed for Sales Orders, decreasing stock quantity and value. | Dispatched Sales Shipments in Unleashed create a Shipment Stock Journal in Unleashed, increasing the Cost of Goods Sold account and decreasing the Stock on Hand account by the shipped stock's total value. |
Suppliers and Customers created and updated in Unleashed. Alternatively, new Customers or Suppliers in Xero can be imported to Unleashed too. | Every Customer or Supplier created or updated in Unleashed will sync to Xero to create or update the Xero contact's record, using the Customer or Supplier's contact email address as the unique identifier per contact. |
Purchases
Unleashed Purchase Order update | Xero behaviour |
Purchase Order Completed or Receipted | A Bill to Pay is created in Xero, per Supplier, increasing the Stock on Hand account's value. |
Completed Supplier Return | A Credit Bill to Pay is generated for the Supplier, removing value from the Stock on Hand account. |
Supplier | Creating a Supplier in Unleashed will create a new contact in Xero. The contact will be marked as a supplier when a Bill to Pay is generated for them. Suppliers updated in Unleashed will update the existing contact in Xero, based on the email address matching across both platforms. |
Inventory
Journals created from a Stock Adjustment, Stock Revaluation or Stock Count will export to Xero with the default accounting tax allocated to your Unleashed account's 0% - No Tax (NONE) rate. To update the accounting tax allocated to your No Tax rate in Unleashed, go to Settings, Taxes, and use the Accounting Tax dropdown menu to select an alternative 0% tax rate.
Unleashed Stock Adjustment update | Xero behaviour |
Stock Adjustments | Draft Stock Journal is created in Xero. These journals are created in the form of a Bill with the total balance of 0, where Stock on Hand is debited and Cost of Goods Sold is credited equally. |
Stock Revaluation | Draft Stock Journal is created in Xero. These journals are created in the form of a Bill with the total balance of 0, where Stock on Hand is debited and Cost of Goods Sold is credited equally. |
Stock Count (Stock Take) Adjustment | Draft Stock Journal is created in Xero. These journals are created in the form of a Bill with the total balance of 0, where Stock on Hand is debited and Cost of Goods Sold is credited equally. |
Sales
Unleashed Sales Order update | Xero behaviour |
Completed Sales Invoice | Sales Invoice is created in Xero, increasing the Sales account. |
Dispatched Sales Shipment | Sales Stock Journal is created in Xero, crediting the Cost of Goods Sold accounts and debiting the Stock on Hand account equally. |
Completed Credit Note | A Credit Invoice is created for the Customer in Xero, decreasing the Sales account. If the Return option is ticked in Unleashed a Stock Journal is created to increase the Stock on Hand account's value. |
Customers | Creating a Customer in Unleashed will create a new contact in Xero. Customers updated in Unleashed will update the existing contact in Xero, based on the email address matching across both platforms. |
Frequently asked questions
How long does data export and sync to Xero take?
How long does data export and sync to Xero take?
After triggering an export or sync to Xero within Unleashed, the process is typically completed within a few minutes. Users can rest assured that their transaction data will be successfully processed and appear in Xero promptly after clicking the 'Export' button. If you experience delays, please verify your internet connection or check for status updates on Xero's services.
Do attachments export to Xero?
Do attachments export to Xero?
Attachments added to transactions in Unleashed do not export to Xero. Unleashed's attachments are only available in Unleashed's File Library, and can be downloaded or emailed from Unleashed directly.
How many contacts sync to Xero, per customer or supplier?
How many contacts sync to Xero, per customer or supplier?
When the "Export Customer Contacts" or "Export Supplier Contacts" settings are enabled in your Xero configuration settings, up to 5 contacts per customer or supplier (including the primary contact) will export to Xero.
Why has a Recost Journal synced to a COGS account?
Why has a Recost Journal synced to a COGS account?
Re-cost Journals will be created in Xero if additional costs have been added to a receipted Purchase Order (PO), but the receipted stock has already been dispatched on a Shipment. As the additional costs added to the PO have retrospectively increased the Landed Cost, and therefore Average Landed Cost (ALC), of the receipted stock, this increase needs to be accounted for in any Shipments that have been dispatched in the time between receipting and completing the PO. This results in a Re-cost Journal exporting to the Cost of Goods Sold (COGS) account in Xero, rather than the Stock on Hand (Current Asset), as the stock has already been sold.
Why does the Shipment Journal value differ from the Invoice value?
Why does the Shipment Journal value differ from the Invoice value?
The value shown in a Shipment Journal in Xero represents the total cost (value) of the stock on hand that was used to fulfil the Shipment. Whereas the Sales Invoice will represent the price charged to the customer for the sale of the ordered stock.
Why does it look like there are duplicate Bills to Pay in Xero?
Why does it look like there are duplicate Bills to Pay in Xero?
When multiple Cost Lines are added to a Purchase Order, with various Suppliers, Cost Dates, and References, each iteration will generate a Bill to Pay in Xero, the sum of which will equal your Purchase Order's total. Each Bill to Pay is a portion of the same Purchase Order, differentiated by the Suppliers and the Cost Dates. The intention for this behaviour is to provide traceability for any additional costs added to a Purchase whilst still providing flexibility for their management within Xero.