Xero Integration Setup

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Xero Integration Setup

Manual entry is a thing of the past, your Epos Now & Xero integration will…

Send daily sales information to Xero when a till is closed for the day. This includes sales item data and payment totals

Add new customers, products and suppliers to Xero when they are created within your Epos Now back office

Send through updates to customers, products and suppliers when actions are carried out against them within the back office

Xero Integration Setup

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Tax Rates:You will need to set up your tax rates within Xero so that they are available to match within your Epos Now account.

1. Tax rates can be set up within Xero by visiting the General Settings > Tax Rates section.

Integration Authorisation:To be able to communicate with Xero, your account needs to be authorised.

1. On the app details page, click on the “authorise” button

2. You will be redirected to the Xero login page, if you are not already logged in.

3. Once logged in, select the organisation that will integrate with Epos Now

4. You will be directed back to the app details page where you will see your accounts and tax rates being pulled through

Match Up Accounts and Tax Rates:1. Default sales account - The account that invoice

line items and inventory items will use when a daily invoice is posted to Xero.

2. Default refund account - The account that invoice line items will use when items are refunded on the till.

3. Default purchases account - The account that invoice line items will use when items are purchased on the till. continued on next page...

Xero Integration Setup

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Match Up Accounts and Tax Rates: (continued)

4. Cash payments account - Your account for receiving cash payments when sent through at the end of the day

5. Card payments account The account used for card payment information following closure of a till

6. Other Payment - Any payments that are not taken through either cash or card will be sent to this account

7. Rounding errors account - Small discrepancies that may occur when tax is calculated on small transactions will use this account.

By performing the initial synchronisation, you can match up your contacts and products within each account. This means that when you either add or update contacts and products within Epos Now, the changes will automatically sync with your Xero account.

To open up the initial sync page, click on one the buttons under the initial synchronisation section on the app details page.

Follow these steps to perform the initial sync:

1. Click on the relevant button on the app details page to be taken to the sync page

2. This will take you to the initial sync page on your EposNow account. If you are not logged in, please enter your login details and you will be returned to the sync page continued on next page...

Initial Items Synchronisation:

Xero Integration Setup

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Initial Items Synchronisation: (continued)

3. There are four sections on this page:

A. Matches by SKU/Code - These are direct matches based upon either a product sku or account code. If you have already set a product sku within your EposNow account that matches one you have set up in Xero, then the item will appear within the count at the top of the page.

B. Matches by exact name (non sku/code match) - Any items that cannot be matched through an sku or code will be present within this section if there is an exact name match. Use the item’s SKU/code from Xero within your EposNow account.

C. If you have multiple suppliers or customers which have the same names as one another in EposNow, they will not be synced to Xero. To resolve this, you must go into the EposNow BackOffice, rename the affected customers / suppliers, then resync.

D. Items to Import - Import items from Xero into your EposNow account. This will only import items that have no SKU/code match and no exact name match. Any spelling variation conflict for a single item within each program will be imported as a new item. If the name of an item to be imported exceeds the maximum length of the name field on the EposNow system, then a message will be flagged up underneath the item and it will not be imported until the item name has been shortened. When importing products, they will immediately be available on the till.

E. Items to Export - Items will be exported from EposNow into Xero. These will export as new items. continued on next page...

Xero Integration Setup

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D. As the matching is carried out against a direct SKU/code and name match, sometimes you might find items exist within the export list (either due to variations in spelling, or a different name for each system) that actually do have an associated item on Xero. If you have any items that should not have been there due to a slight name difference you must rename the item within the EposNow BackOffice, then go back to the Sync page and re run the sync.

4. Once you have carried out the aforementioned actions, you will need to click the “Confirm Changes” button which will take you to a summary page of the processes that will take place when it is run.

5. On the confirmation page, if you are happy with the summary, tick the box at the end the page in order to confirm that you are happy to proceed with the sync. The “Sync Items and Re-Run Check” button will become enabled.

6. Once the process has been run, the page will be re-loaded and will return to the top. You should now have matches and the progress bar will represent this.

7. If you find that you still have some items that require importing or exporting after running the routine above, please try and run the sync again.

Initial Items Synchronisation: (continued)

Using the Backoffice:Once the initial synchronisation has been performed, you can use the back office pages to carry out some actions that will automatically add or update customers, suppliers or products within Xero.

Customers and suppliers will be created under your “Contacts” section and will go into their own contacts groups of “ePosCustomers” and “ePosSuppliers” respectively.

Xero Integration Setup

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End of Day Process:When you close your till within Epos Now, the daily sales information will be generated and an accounts receivable invoice will be created within Xero. The customer name will be the id of the till preceded by “ePosTill”. The invoice will have a payment attached to it and will show up within your “Paid” invoices section once the payments have been authorised automatically.

The format of the invoice will include products sold. These will be listed as line items on the invoice and the amounts for each item will go into the accounts you have set up for cash and card payments respectively