Xero Integration

Xero Integration

About

Xero is cloud-based accounting software for small and medium-sized businesses. An option to seamlessly map payroll data to the chart of accounts in Xero is available. The General Ledger Entry set-up is accessed differently than when interfacing with other accounting software and is therefore discussed separately.

Edition

This feature is available on all PaySpace editions.

Set up a General Ledger Entry

The chart of accounts needs to be set-up on Xero, before you can allocate account numbers.

To access the General Ledger Navigate > Payroll > Payroll Config > General Ledger Parameters

If there is no General Ledger Entry Present, select click here to add a new GL entry.


Once a General Ledger Entry have been added on the system select to edit the General Ledger from the History Grid.


Select Access GL Account Setup Screen on the General Ledger Report Parameters Screen to initiate the process of allocating General Ledger Account and Contra Account Numbers.


The General Ledger can also be setup on the General Ledger Parameters Screen.

Navigate > Config > Payroll > Payroll Config > General Ledger Parameters.

Select the option click here to add a new gl entry to add a new General Ledger entry.


In the GL Account and GL Contra Account insert the relevant Chart of Account code from Xero in brackets.

Setup General Ledger Accounts

Selecting Access GL Account Setup Screen on the Reports Screen will navigate you to the General Ledger Parameters Screen. You will be able to add, edit, copy a General Ledger Entry.

On the Company General Ledger Parameters Screen select to Edit the General Ledger on the History Grid, this will enable you to add the GL Account and GL Contra Account numbers.

An extract of the Company General Ledger Parameters Screen.


Note! The Chart of Account codes that are to be used can be found on Xero under Accounting > Chart of accounts

In the Account and Contra-account fields, insert the relevant Chart of Account code from Xero in brackets


Note! The Chart of Account codes must be inserted in brackets on the General Ledger screen, if this is not done an error will be returned.

You may ignore all other fields on the General Ledger Parameters Screen and select Save once all account numbers have been allocated.

Sign in to Xero

Note! The system have been enhanced that Xero can be accessed from the General Ledger Screen.
Navigate > Reports > General Ledger 

Select the format on the General Ledger Screen as Xero.
Select the Sign in with Xero option to Sign in to Xero and then select the submit option to publish the General Ledger to Xero.


Note! If no Account Codes are found you will receive an error:


You may ignore all other fields on the General Ledger Parameters Screen and select Save once all account numbers have been allocated.

Xero Tracking Numbers

The tracking options must first be setup in Xero. In PaySpace, the tracking options must be captured next to the ‘gl code' field of the Projects screen for project costing.
On the Organisation Hierarchy Units screen, the ‘gl/unit code' field must be used to capture the tracking options in Xero.

Setting up Tracking numbers

To setup the tracking, the user must first select the accounts in the drop-down list on the General Ledger Parameters screen. Once this is done, the user must capture the cost centre code/project code using the square brackets and a pipe delimiter before the account number ‘[CC]|Wages and Salaries (477)' / ‘[PROJ]|Wages and Salaries (477)'.

Note! An error will be returned if the setup is incorrect to prompt the user to correct the account numbers.

Note! If an employee is linked to a tracking option (project or cost centre codes) that is not setup in Xero, an error will be returned to prompt the user to correct the error.

Once you have selected Xero as the format and authenticated access to Xero, the month can be selected, and report can be executed. Should the total debits and credits not balance an error message will return:



You will have to navigate to the General Ledger Parameters Screen or use the Exception Report to confirm that every component that needs to be costed is allocated to an account and contra account number.

Important Comment

Tip
Should a component not reflect on the General Ledger Parameters Screen, it will have to be added.

Navigate > Config > Payroll > Payroll Config > Payroll Components

Should new components be added on the payroll after the General Ledger Entry for Xero was created, return to the General Ledger Entry from the Reports Menu and refresh the screen by editing and saving the General Ledger Entry. You can then proceed to edit the General Ledger Entry by selecting the account numbers from the dropdown list.

Tip
• The ‘email this report to me in the above format', ‘tick here if you want to add this report with the selected parameters to your list of scheduled reports:' and ‘hide details?' fields have been removed from the Xero extract parameter selections.
• The ‘show totals per' field has been changed to default to ‘GL Number'.
• The 'Narration' column in Xero will return the month and year.
• The information will be imported based on the organisation hierarchy units and project costing setups. Users will have the option to split tracking options using the once-off spreadsheet and the Employee Recurring Costing screen.

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