Xero Integration & Initial Sync

The Xero integration enables you to easily synchronize your customers, parts and invoices between Telstra Trades Assist and Xero to give you a single point of data entry and help streamline management of core data used in your business.

This article shows you how Telstra Trades Assist connects to Xero and specifics on how data transfers between the systems.

Tip: It is best to sync your data before you create anything in Telstra Trades Assist.  If you have already created some data, that’s ok, but working with a clean slate is preferred to ensure everything syncs smoothly.  

 

Step 1 Backup

Before doing any syncing of data, take a backup of your existing Xero data.  This way you have an insurance policy in place to correct your important data if needed. Consult Xero support if you are unsure how to do this.

Tip: Click here for Xero's support page on performing backups.  Click here for Xero's support page on performing exports. Telstra and the Trades Assist team cannot provide support for these features.

 

Step 2:  Review Data Quality

Before any syncing takes place it is essential to review the quality of your data and correct it in your accounting system to ensure only correct data is synced across to Trades Assist. This will avoid issues with data being incomplete which can impact your ability to use certain functions within Trades Assist. Click here to learn more about the impacts of missing or misaligned data within Telstra Trades Assist.

Tip: If you made any changes to your data since your previous backup in Step 1, we recommend performing a new backup prior to beginning the integration with Telstra Trades Assist.

 

Step 3 Initial Sync between Xero and Telstra Trades Assist

 The initial syncs you run between Xero and Telstra Trades Assist will create links between each record in the two systems to ensure any activity in one system is tracked against the correct record in the other. It is essential to follow these guidelines to ensure your data is not misaligned or duplicated in either system. 

 

XERO SETUP

Connecting your Xero Account to Telstra Trades Assist

  1. Click  from the Side Menu
  2. Click 

 

  1. Click 
  2. Enter your Xero login/email and password

 

  1. Click  to login
  2. Click  to allow Telstra Trades Assist to connect to your Xero account

Tip:  As indicated by the button, this will only allow a connection for up to 30 minutes.

Telstra Trades Assist will sync with Australian and/or New Zealand Xero accounts.

 

  1. Telstra Trades Assist will connect to the Xero servers and you will be presented with the sync settings.

Setting up the Default Values and Sync settings 

Telstra Trades Assist has a few options to allow you to customise the sync between the two systems.  This gives you better control over which system is the master and can stop certain data from syncing entirely if required.  The following steps will explain what the sync settings do and how to adjust them.

The initial syncs between Xero and Telstra Trades Assist need to follow very specific guidelines, subsequent syncs will be easier. 

Tip: By default, once you log into Xero through Telstra Trades Assist, you are presented with a screen of options.  Clicking  will minimize each section. You can also click anywhere on the Title bar, and it will minimize that section.

 

Setting up Default Values

The default values must be set before any syncing can occur. Once you set the Default Values, you will most likely not touch this section again.  These settings directly impact where data from Trades Assist is sent to your Xero account and can impact your financial reporting if not set correctly.  If you aren’t aware of how these should be set, consult your bookkeeper/accountant first.

The only fields that are not compulsory are Tracked Items and Xero Invoice Status.

 

  1. Click  drop down under the Tracked Items heading to choose if you will be tracking item inventory from Telstra Trades Assist to Xero
  2. Click  drop down under the Inventory Asset Account heading to choose which Inventory account in Xero will be associated in Telstra Trades Assist 

Tip:  You do not have to choose anything for the Inventory Asset Account if you have Tracked Items set to OFF

  1. Click  drop down under the Inventory Purchase Account to choose which purchase account in Xero will be associated with Telstra Trades Assist
  2. Click  drop down under the Inventory Purchase COGS Account heading to choose which Cost of Goods Sold account in Xero will be associated with Telstra Trades Assist
  3. Click  drop down under the Inventory Sales Account heading to choose which sales account in Xero will be associated with sales in Telstra Trades Assist
  4. Click  drop down under the Purchase Tax Type heading to choose which tax code will be used for parts purchases when syncing from Telstra Trades Assist to Xero
  5. Click  drop down under the Invoice Payment Account heading to choose which payment account in Xero will be associated with invoice payments in Telstra Trades Assist
  6. Click  drop down under the Xero Invoice Status heading to choose what status invoices will be assigned when synced from Telstra Trades Assist to Xero

  

Syncing Tax Codes

The first sync only imports tax codes from Xero into Trades Assist.  We do this because tax codes applied to individual customers or parts require the tax codes to exist first and if you try and bring customers or parts with tax codes that don’t exist, it could cause data issues requiring manual clean-up.

  1. Under Customers, Click  and change to 
  2. Repeat for Materials
  3. Set all four options under these categories to 
  4. Under Invoices, set to 
  5. Tax codes will always share from Xero to Telstra Trades Assist (this cannot be disabled)

Your Sync Settings should look like this:

 

  1. Click 

That’s it.  The screen will display the following message to let you know the sync is running.

Since you are only syncing tax codes, it should take less than 5 minutes to complete the sync.  You will receive an email (to the primary account only) and the message will disappear when the sync completes.  The email will give you an overview of the sync status with a text file attached to give you a more thorough list of any errors. If errors occur fix the errors and sync again.

The Text file should read like this:

The initial sync is now complete and we can move on to your customers.

 

Syncing Customers

Once we have tax codes from Xero into Telstra Trades Assist, we want to bring your customers over.  Since we have your Default Values set, all other instructions will relate to the Sync Settings section of the Xero sync only.

For now, we will only focus on the Customer settings on the left side of the Xero sync screen.  Everything on the right will already be set to not share from our previous sync.

  1. Click on  where it says 
  2. Change to 

Do not change the settings for Trades Assist to share with Xero for now.  We want to limit which direction data flows.

Your sync settings should now look like this:

  1. Click  and let the parts/materials sync from Xero into Telstra Trades Assist.

Assuming you have quite a lot of customers, this can take some time.  Assume at least 15 minutes, but if you have thousands of customers this process can take an hour or more.  Just like with the tax codes, you will receive an email when the sync completes.

 

Syncing Materials

Now that we have brought tax codes & customers from Xero into Telstra Trades Assist, the next step is to bring your parts/materials over.  If you don’t keep this data in Xero, then you can skip this section. 

This time we will only focus on the Materials settings on the right side of the Xero sync screen.  Everything on the left can be left how we just set it, or you can set them both to not share.  Since we brought your customers over last time, it won’t extend the time the sync takes.

  1. Click  where it says 
  2. Change to 

Do not change the settings for Trades Assist to share with Xero for now.  We want to limit which direction data flows.

Your sync settings should now look like this:

  1. Click  and let the parts/materials sync from Xero into Telstra Trades Assist.

Just like the previous sync, the time required will depend on how many parts/materials you have in Xero and you will receive an email once the sync completes.

 

Conclusion

You have completed the initial sync of data from Xero into Telstra Trades Assist.  If you completed all of these syncs you will have tax codes, customers and parts/materials in your Telstra Trades Assist account that will match what is in Xero.  Going forward we will change the sync settings so you will create everything within Telstra Trades Assist and allow Trades Assist to send those new customers, parts and invoices from Trades Assist to Xero.

Click here to learn how to set up your sync settings for ongoing syncs.

 

 

 

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