Integration with Xero
In this guide you will complete the following steps:
  • Configure Xero
  • Exporting Data
  • Exporting Options
  • Tracking Categories
  • Export to Xero
  • Configure Xero
    • To get started, Login your account and go to SETTINGS -> General Ledger -> Xero .
    • Click on the link "Click here" in the message. You will now be forwarded to the Xero site to authenticate and provide permission for to post transactions to your account. Login with your Xero credentials.
    • Next, Xero will confirm the request and ask you to authorize to post transactions to your account. Organization created in Xero will be loaded in drop down list. Click Authorise button to synchronize your and Xero Company.
    • Once authorised, you'll be directed back to the and given the option to synchronize your Xero chart of accounts with .
    • By default Bill Option is selected, user can switch to Manual Journal option
      • Bill
        • All transactions will be posted as Bill,
        • Bill can be viewed in Xero as Accounts > Purchases > Draft
      • Manual Journal
        • Only Payroll transactions will be posted as Journal, all other transactions will be posted as Bill (i.e. CRA Taxes, RQ Taxes, WSIB Taxes, EHT Taxes, Business Payments, Payday Advance and Invoice).
        • Journals can be viewed in Xero as Reports > All Reports > Journal Report > Manual Journals > Draft
        • User can select Multiple Wage accounts for employees in case of Manual Journal
      • Multiple Wage Accounts
        • To manage wages in more than one account select 'Multiple Wage Accounts' option In Payroll Liability (Net Pay) dropdown and save the settings.
        • New Tab will appear 'Manage Wage Accounts'.
        • Employees can be managed in multiple wage accounts from this screen.
    • Use the drop down lists to match the fields to the appropriate accounts imported from Xero.
    • and Xero synchronization is now complete. You can now process a pay period(s) on . To do so, click on Payroll in Menu. Run your payroll as you normally would.
    • When you are ready to import your transactions into Xero, click Close Period button. There will be link to Export to Xero, click on this link or load directly the Xero page in SETTINGS -> General Ledger -> Xero.
  • Exporting Data
    • You can export data for Payroll and Taxes to Xero by selecting pay period type, pay period end date/date range and Due date (Due date of Bill exported in Xero from )
  • Exporting Options
    • You can export Payroll and/or Taxes records (separate records for CRA, RQ and WSIB) in following formats
      • Single Bill for the pay period
      • Separate Bill for each employee in the pay period
      • Bill, group by Expense Category for the pay period (Employees can be grouped in Expense Categories in Employee Setup page)
      • Bill, group by Department for the pay period (Employees can be grouped in Departments in Employee Setup page)
  • Tracking Categories
    • In addition to above 3 formats you can select to export records based on Tracking Categories for timesheet hours.
      • Create Timesheet Column Headings in (Setup > Timesheet > Column Headings), heading labels must be same as Tracking Categories name in Xero (Case Sensitive)
      • Select Check box (Use as Tracking Category in Xero)
      • Maximum 2 headings can be defined to be used as tracking category in Xero
      • Create Contents for these headings (Setup > Timesheet > Define Content), content text must be same as Tracking Category Options created in Xero (Case Sensitive)
      • Only Gross amount will be divided into Tracking categories if timesheet data has been entered and any of these headings are selected in Timesheet page.
  • Export to Xero
    • Press Export to Xero button after required selection.
    • will send Xero any transactions for selected filters.
    • Now the next time you log into Xero you'll see a draft bill from , Accounts > Purchases > Drafts or Manual Journal from Reports > All Reports > Journal Report > Manual Journals > Draft
    • Ensure all the line items are correctly matched to the accounts in Xero and approve your bill. That's it! You've successfully imported your payroll transactions into Xero Online Accounting.