Xero Ongoing Syncs

The Xero integration enables you to easily synchronise 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. Learn how to set up the XERO Integration if you have not yet performed the initial integration here.

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

  1. Syncing Customers and Materials
  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:  Set Trades Assist as the master We recommend creating new customers and parts in Telstra Trades Assist. 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.  

 

Customers and Materials

  1. Click mceclip0.png from the Side Menu
  2. Click mceclip1.png
  3. Click mceclip2.png
  4. Click  to allow Telstra Trades Assist to connect to your Xero account
  5. Click mceclip6.png under mceclip10.png for both mceclip11.png and mceclip12.png then set them both to mceclip13.png
  6. Click mceclip6.png and set mceclip14.png for mceclip16.png and mceclip17.png based on if you want to share data to and from both systems or just in one direction.
  7. Click mceclip6.png and set invoices to mceclip15.png

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

  1. Click mceclip19.png to start the synchronisation.
  2. The mceclip19.png will turn to mceclip21.png and you will see a message indicating that a sync is in progress.

Tip: Follow these steps 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: Check your email for the sync report once the sync has completed to see if any errors occurred. You may need to attempt the sync again if any errors are displayed. 

 

Invoices

Tip: Generate invoices in Trades Assist and sync them to XERO If you are not sending invoices to the customer from Trades Assist. If you do not share invoices to XERO, you will have to manually create them in XERO for accounting purposes.  Learn about generating invoices here.

  1. Click mceclip0.png from the Side Menu
  2. Click mceclip4.png
  3. Click mceclip5.png
  4. Click  to allow Telstra Trades Assist to connect to your Xero account
  5. Click mceclip6.png and set invoices to mceclip18.png

  1. Click mceclip19.png to start the synchronisation.
  2. The mceclip19.png will turn to mceclip21.png 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.

 

Was this article helpful?
0 out of 0 found this helpful

Comments

0 comments

Please sign in to leave a comment.