Content:
4. Setup Account Numbers in Xero
Screen Guide:
1. Prerequisites
Firstly confirm that
Workbench has been installed,
your Xero instance is ready,
and you know the Xero login credentials
2. Setup Xero integration
Follow these steps to setup the integration.
A. Open the Xero Integration screen from the Administration - Data Transfer - Xero Integration menu.
B. In necessary select the applicable financial company to setup from Fin Co Code.
C. Click the [Connect to Xero] button to display the Xero login, and specify your Xero login details. If you are also using Xero Payroll, be sure the Xero login also has access to Xero Payroll.
D. After you have logged into Xero the access details will be saved by Workbench, and the Access Token and Company Name will be populated from Xero.
E. You can use the [Test] button to check the connection. A success message should display below the buttons.
F. Once complete click [Save] to retain your integration details.3. Setup Company Groups
In Xero, the Contacts only become customers and suppliers after invoices are created against them, so Workbench uses membership in Contact Groups to designate Workbench AP and AR accounts.
A. Making the connection with Xero for the first time creates 2 Contact Groups:
Workbench AP (Suppliers)
Workbench AR (Customers)
Select the group to manage and the existing members will be listed.
B. Use the menu Options - Add to Group to add a company to the current group. This will allow the company to sync appropriately to Workbench.
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The integration supports a Contact in Xero being either a Supplier or a Client in Workbench, but not both. |
4. Setup Account Numbers in Xero
Criteria for a Xero Contact to be imported to Workbench: the Xero Contact must have an Account Number and must belong to a particular contact group ("Workbench AP" for suppliers, "Workbench AR" for clients).
For all Xero Contacts (clients and suppliers) that must be exported into Workbench, an Account Number must be set in Xero. This will map to the Workbench AR or AP Account respectively.
To easily do this in Xero, you can use the Export function to export all Contacts into an excel file, where you can then set up their Account Numbers. You might want to follow a standard naming convention if you do not have one already. For example C00001,C00002, etc for Clients and and S00001,S00002, etc for Suppliers (or D and C for Debtors and Creditors). After setting them up, the file can be imported into Xero to populate the Account Number field.The Company address in Xero will be exported to Workbench as well as any Person contact details linked to the company in Xero. Where the Xero Contact does not have a Delivery address or Billing address, an empty address will be created for this Company in Workbench. Addresses are mandatory in a Company in Workbench.
Account Numbers are not mandatory in Xero. When you are setting up a new Contact, make sure a unique Account Number (a code that does not already exist) is set, so this new contact can be synchronized to Workbench.
Imports
Payments:
Handle Payments for multiple invoices:
The integration with Business Central handles import of one Payment for multiple AP Invoices.Payment Terms:
Payment terms mapping from BC to Workbench uses Business Central Payment Due Calculation:-20220712-223504.png?version=1&modificationDate=1689124307995&cacheVersion=1&api=v2)
Exports
AP Invoice/Credit:
Workbench exports the Amount including Tax and TaxCode to BC, BC calculates the Tax Amount for each line based on the GST Posting Setup - VAT % for the combination of the Vendor’s VAT Bus. Posting Group and the TaxCode from WB (VAT Prod Posting Group). Total VAT: It is not the value from Workbench. This is automatically calculated in Business Central based on the account’s tax code/percentage on the lines
On Hold AP Invoices:
When the OnHold field of an AP Invoice is unchecked and released from this hold, and there are no payments linked to this invoice, the OnHold field in BC will be set to blank, releasing the invoice for payment.
AR Invoice/Credit:
Workbench exports the Amount including Tax and TaxCode to BC, BC calculates the Tax Amount for each line based on the GST Posting Setup - VAT % for the combination of the Customer’s VAT Bus. Posting Group and the TaxCode from Workbench (VAT Prod Posting Group). Total VAT: It is not the value from Workbench. This is automatically calculated in Business Central based on the account’s tax code/percentage on the lines
Next Steps:
Once configuration is complete, data export from Workbench to Xero Business Central is initiated for the respective batch types from Export Control.
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