Xero Ongoing Syncs

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 will show you how to perform ongoing syncs with XERO AFTER you have performed the initial integration and initial sync with Xero.

Once all tax codes, customers and materials have been synced from your XERO account to Telstra Trades Assist, you are then free to perform any subsequent syncs as required. Click here to learn how to set up the XERO Integration if you have not yet performed the initial integration.

Syncing between Telstra Trades Assist and XERO is a manual process and is split into two steps:

  1. Syncing Customers and Materials and
  2. Syncing Invoices

The reason we do this is to avoid any complications with syncing data. Typically you only need to sync data between the systems if you have added/removed a customer or part, or when processing invoices.  Your business practices will dictate how often this is done.  You must wait for one sync to complete before you can sync a second time.

Tip:   We recommend creating new customers and parts in Telstra Trades Assist, so set Trades Assist as the master. The Master will determine which system’s information takes priority and overwrites the other if there is a difference between the two.

For example, you have Trades Assist as the master system.  In XERO you have a customer named “A B C Rentals”.  This has been synced to Trades Assist and shows the same customer.  You change it in XERO to read “ABC Rentals” and run a sync.  Because Trades Assist is the master, it replaces the name back to “A B C Rentals”.  The next time you change the name in Trades Assist and run a sync.  Now the name in XERO is set to “ABC Rentals” just as you wanted.  The master system will not delete any existing data from the subordinate system if the data is not present in the master system.

 

Step 1 – Customers and Materials

  1. Click  from the Side Menu
  2. Click 
  3. Click 
  4. Click  to allow Telstra Trades Assist to connect to your XERO account
  5. Click  under  for both  and  then set them both to 
  6. Click  and set  for  and  based on if you want to share data to and from both systems or just in one direction.
  7. Click  and set invoices to 

Tip: We recommend leaving customers and materials to share so that both systems are kept up to date.

  1. Click  to start the synchronisation.
  2. The  will turn to  and you will see a message indicating that a sync is in progress.

Tip:  Each time you wish to sync your data to or from Telstra Trades Assist and XERO, follow these steps.  This set up for sharing will be saved.  Once you are happy with how the sync works, you will be able to skip steps 4 & 5 and just start the sync knowing the data will be shared how you set it up. 

Tip: Once the sync has completed, check your email for the sync report to see if any errors occurred. You may need to attempt the sync again if any errors are displayed.

 

Step 2 - Invoices

Tip: If you are not sending invoices to the customer from Trades Assist, the process is to generate invoices in Trades Assist and sync them to XERO. If you do not share invoices to XERO, you will have to manually create them in XERO for accounting purposes.  Click here for more information on Invoices.

  1. Click  from the Side Menu
  2. Click 
  3. Click 
  4. Click  to allow Telstra Trades Assist to connect to your XERO account
  5. Click  and set invoices to 

  1. Click  to start the synchronisation.
  2. The  will turn to  and you will see a message indicating that a sync is in process.

Telstra Trades Assist will not import Invoices from Xero, so this option is one direction only, however you can still select to turn sharing off or on for Invoices. Xero generates its own invoice numbers, so the Trades Assist Invoice Number will become a Reference number on the Xero invoice.  It will be listed as TTA-INVXXXX, where XXXX is the same number found in Trades Assist.  For example, INV0007 will become TTA-INV0007 on the Xero invoice.

 

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