Enabling The Xero Integration

Log in to your website dashboard and select the "Integrations" link in the left-hand menu (under the "Control" heading). Click the "Enable Integration" button in the Xero integration box. A popup dialog will will redirect you to allow Synergy 8 to access Xero.

After clicking the "Connect to Xero" button, you will be presented with the below page which will allow you to give Synergy 8 API access to Xero. Select the organisation you would like to synchronise with and click the authorise button. You will be redirected back to your dashboard.

Configuration

You will be presented with configuration options the first time you manually synchronise Xero and Synergy 8.  Check the options carefully and configure the integration appropriately.

Important: Map Accounts for Payment Methods:
Synchronisation also occurs between "Payments" in Xero, to "Receipts" in Synergy 8. This area defines the mapping between the two systems.

  • For direct deposit accounts, you should select the bank account that customers pay into.
  • For PayPal, you should select your PayPal account Xero.
  • For credit card payments, it is recommended you create a new "Clearing Account" in your "Chart of Accounts" called "Credit Credit Card Clearing". Refer to this article: http://developer.xero.com/documentation/api-guides/handling-payment-processor-receipts-in-xero/
  • Cash and other manual payment methods may also use a settlement account.
  • It is recommended that all payment methods are linked to a Xero account.

Synchronise

To perform the first manual synchronisation and configure the integration, select the "Synchronise button" in the Xero box displayed on the Integrations page.

You will be presented with a configuration form which will allow you to setup how Xero and Synergy 8 interact. If you'd like to access this form again after configuring the integration, click the "Configuration" link for Xero on the Integrations page of the dashboard.

Payment Reconcilliation Notes

When configured correctly, payments should reconcile and synchronise as follows:

  1. Customer pays via Direct Deposit
    Synergy 8 does not take payment immediately, invoice is UNPAID
    Customer pays via direct deposit. Bank statement line is allocated to this invoice.  Invoice is PAID in Xero
    Synergy 8 syncs and invoice is PAID in Synergy 8.
     
  2. Customer pays via PayPal
    Synergy 8 takes payment immediately, invoice is marked PAID in Synergy 8
    In Xero, a payment is allocated to the PayPal account.
    When reconciling your PayPal account, each customer payment for invoices should show a green Match to the invoice.
     
  3. Customer pays via Credit Card:
    Synergy 8 takes this payment immediately, invoice is marked PAID
    Payment is allocated by Synergy 8 automatically in Xero to your Credit Card Clearing Account (DR).
    When your lump sum payment comes in the next day or two, this should be allocated to the Credit Card Clearing Account (CR)

    At the end of this process, this account should have a balance of $0
     
  4. Customer pays via EFTPOS
    Synergy 8 takes payment immediately, invoice is marked PAID
    Payment is allocated by Synergy 8 automatically in Xero onto an EFTPOS clearing account (DR).
    When your lump sum payment comes in the next day, this should be allocated to the EFTPOS Account (CR)
     
  5. Customer pays via Cash
    Synergy 8 automatically marks invoice as PAID.  
    Operations depend on how cash payments are handled in Xero.
    If you do not have it syncing the receipt from S8, then when reconciled in Xero, it will pull and you will get an over payment in S8.