Content:

Screen Guide:

1. Prerequisites

Firstly confirm that

• Workbench has been installed,

• your Xero instance is ready,

• and you know the Xero login credentials

then we are ready to set up the integration.

2. Setup Xero integration

Follow these steps to setup the integration.

Open

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. The Company and its Primary Contact will be synced to Workbench.

Open

• Workbench AP (Suppliers)

• Workbench AR (Customers)
  Select the group to manage and the existing members will be listed.

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.

   

• If a Contact Primary Person in Xero is created after the company has been synced, the Primary Person will be synced on the next scheduled sync or the manual sync can be triggered from the Xero Integration screen in Workbench.
  
  

Next Steps:

Once configuration is complete, data export from Workbench to Xero is initiated for the respective batch types from Export Control.

If a company that has been synced to Workbench is archived in Xero, it has to be manualy flaged as inactive in Workbench, as this status is not synced. And the same if the company is removed from Archive in Xero, it needs to manually be made active in Workbench.