Xero Integration - Advanced Settings


This article highlights the topics for more advanced features of the Integration between Dear Systems and Xero.



 Highlights



Exporting Attachments to Xero


With this option toggled to "Yes", all the existing sales and purchase attachments within DEAR can be exported to Xero. 


  1. Navigate to the Xero integration Settings page.
  2. Define "Export attachments to Xero"
    • If "Yes" all Existing and New attachments in Dear will be exported to Xero.
    • If "No" attachments from Dear will not be synced into Xero.
  3. Save.



NOTE:

  • Upon authorizing an invoice, all attachments attributed to existing Sales and Purchases will be exported along with the authorized invoice into Xero.
  • When a new attachment is attributed to a sale order or purchase along with an authorized invoice, right away the attachments will be exported into Xero.
  • When a new Advance Sale is created with several invoices and several attributed attachments, all the attachments will be exported to each invoice in Xero.
  • Once you add an attachment to Xero, it cannot be deleted.



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Exporting Purchase Orders to Xero


With this option toggled to "Yes", all the existing Purchase orders and any future Purchase Orders from DEAR will be exported to Xero during the sync process.


  1. Navigate to the Xero integration Settings page.
  2. Define "Export Purchase Orders to Xero"
    • If "Yes" all Existing and New Purchase Orders in Dear will be exported to Xero.
    • If "No" Purchase Orders from Dear will not be synced into Xero.
  3. Save.



 

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Automatic Synchronization with XERO


Enabling and Setting up Auto Sync will give the User the control to synchronize all the changes that you make in DEAR Inventory automatically at a defined time convenient to the User. 


To set up Auto Sync, 

  1. Navigate to "Xero integration" settings page 
  2. Define "AutoSynchronization" option to "Yes"
     

    • If Autosynchronization is set to OFF – no settings are displayed.
    • If Autosynchronization is set to ON – the Autosynchronization settings screen will be displayed.
       
  3. Define Start Date
    • Select the initial start date which triggers when you wish to begin synchronization automatically.
  4. Define Start Time
    • Enter the time from when you wish to begin synchronization automatically.
  5. Define sync Frequency 
    • Select how frequently you wish the synchronization to happen automatically. Once this is defined you will read this as start auto sync on the 24th of July at 1200hrs Daily.
  6. Define Alert Type for Errors
    • If at all any errors occur define how you wish to be elected by selecting between the two options.
      • EMAIL -  Error reports will be directly sent to the users' email.
      • INTERNAL - The errors can be viewed Internally within the Dear account. A red radio button notification will render on "Bell" icon once clicked the notification will be available for viewing
         

Note: 

  1. A manual synchronization should not be actioned during the time of a scheduled system maintenance. The sync will Not be actioned and the user would be notified by a notification stating that "We are working hard to improve the system at the moment. Please try to sync with Xero once the maintenance is finished."
  2. When an Autosync is triggered, only the pending records to time will be synced, any previously failed records will not be synced. 
  3. Users are unable to manually sync action the sync whilst a auto sync is in process.


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Viewing status of Synchronization Transaction & Sync History



To view the synchronization transaction, navigate to Integrations > Xero > Sync Now


The Xero Synchronization page will be displayed. 



All the synchronization transactions will be displayed, along with the respective status and the users are able to further narrow down the results by using the filters to filter by Entity and Status of the sync.


In order to view the sync history, click on the link which is on the top right corner, right below the sync now button, which says "See Sync History".

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System Activity Report


1.  Login to Dear Systems.

2.  Navigate to Reports > System Activity Report.


The System Log Report page will be displayed.


A comprehensive report will be available for users to know precisely when the sync took place and what time and type of sync, whether it was a manual or auto sync. Whatever the changes made to the autosynchronization parameters will be displayed in the System Log Report. 


The Refresh button will refresh the system activity report and view the most recent information on the screen and the search field can be used to pull out a precise log report by searching the action by the DATE, TYPE or USERNAME.

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Dear / XERO reconciliation report


Being able to generate reconciliation reports between DEAR and XERO makes the business more transparent and allows us to see if the transactions tally between the two systems.


To set up reconciliation reports, Navigate to Reports > Financial reports > Reconciliation with Xero report. 


NOTE: To receive this report, the user needs to set up an account number and define the month and year in XERO.


Generating Reports

Navigate to the XERO reconciliation page and define the fields as shown below to successfully generate the reconciliation report. 


Choose the dates

  • The default value for this field is the current Month and Year, i.e. 09/01/2018 - 09/31/2018.
  • To generate a report covering a period of two months or more, change the dates as necessary, i.e. 08/01/2018 - 09/31/2018.
  • To generate a report covering previous years, change the dates as necessary, i.e. 08/01/2017 - 09/31/2018 .


Choose account  

  • Define accounts from DEAR chart of accounts.


NOTE:  The user will receive a popup banner as a warning message stating "Please note: Xero API has a limit of 5000 API calls per day. Depending on the number of transactions in Xero, this report can use a significant portion of your remaining daily limit." 


Click Reconcile Button 

  • Once clicked, the report generation process will start.


Download report button

  • Is shown after the report is generated.
  • Once clicked - the report is downloaded in CSV format.


NOTE: Once the report has been generated, the user will be able to view the following data for comparison. 

  •  If no difference is found - The user will be notified that "DEAR and XERO are fully matched, There is no difference to show."
  • If there any differences are found between DEAR and XERO following table is shown:
    • DEAR object (invoice, journal, credit note, etc.).
      • The document number is clickable, after clicking on it the document page is shown in DEAR.
    • DEAR object cost
    • XERO object (invoice, journal, credit note, etc.)
      • The document number is clickable, after clicking on it - document page is shown in XERO.
    • XERO object cost.
    • Navigation panel 
      • Total count of lines in the report 
      • Navigation Rows
      • Per Page count
    • If the document presents differences only in DEAR or XERO, it will have a status as "Missed".
    • Documents, that are fully matched in DEAR and XERO are not shown in this report.


View through the Balance Sheet


To view the report in the balance sheet, click on the Report add button > XERO Reconciliation > clicking on it XERO Reconciliation report page should be shown.



NOTE:

  • XERO reconciliation report should be shown if XERO is integrated with DEAR.
  • XERO reconciliation button should be shown on the Balance Sheet Report if XERO is integrated with DEAR.