Xero – Workshop Software Integration Fact Sheet
Please note: Invoices and payments will not sync to Xero until they have been PROCESSED.
The way the Xero integration works is, once integrated everything should be entered into Workshop Software. Make sure you do not have a duplicate of the customer in both systems – otherwise your customers and or suppliers will double up in both systems.
Have them all entered/imported into one system and then complete your integration.
Invoices for both customers and suppliers will only flow from Workshop Software to Xero. This includes customer invoices and payments as well as supplier invoices and payments.
However, once a Workshop Software invoice flows over to Xero, you can make a payment in Xero and it will flow back to Workshop Software.
Please note: Nothing voided in Xero syncs back to Workshop Software.
For this to work the invoice must have originated in Workshop Software and you will have to force a manual sync by pressing the Xero symbol in the top right-hand side of Workshop Software.
When deciding to change an integration from one accounting package to another, please contact firstname.lastname@example.org as this can create issues if not spoken about.
Please also note that if you have previously had an import of contacts (customers) and or suppliers completed and have the same customers or suppliers in both Workshop Software and your Xero file, this will create duplicates! Please DO NOT integrate your accounting package without contacting email@example.com If you are starting with a brand new Xero file with no contacts (customers) or suppliers you can disregard this message.
Parts do not integrate from Xero into Workshop Software and they are not tracked via Xero, only Workshop Software.
We can import parts once exported from Xero into Workshop Software. Please contact firstname.lastname@example.org for importing assistance.
What do the Xero accounts mean?
This information relates to the initial integration of Xero. It will ask you to choose an account, this is where the sales or expenses will appear in Xero. The type of accounts are listed below – you may have as many accounts as you like as long as they are the correct ‘type’ to match with Workshop Software.
1. Labour Sales Account – Must be a ‘Sales’ or ‘Revenue’ account
2. Stock Sales Account – Must be a ‘Sales’ or ‘Revenue’ account
3. Consumable Sales Account – Must be a ‘Sales’ or ‘Revenue’ account
4. Accessories Sales Account – Must be a ‘Sales’ or ‘Revenue’ account
5. Tyre Sales Account – Must be a ‘Sales’ or ‘Revenue’ account
6. Sublet Sales Account – Must be a ‘Sales’ or ‘Revenue’ account
7. Freight Sales Account – Must be a ‘Sales’ or ‘Revenue’ account
8. Credit Account – Must be a ‘Sales’ or ‘Revenue’ account
9. Credit Refund Account – Must be an ‘Equity’, ‘Current Liability’ or ‘Bank account’.
10. Supplier Invoice Account – Must be an ‘Expense’ Account
11. Freight Purchases Account – Must be an ‘Expense’ Account
12. Supplier Credit Account – Must be an ‘Expense’ Account
13. Default Payment Type – Can be ‘Cash’, ‘Credit Card’ or ‘Direct Deposit’.
14. Customer Payment Account – Must be an ‘Equity’, ‘Current Liability’ or ‘Bank account’.
15. Supplier Payment Account – Must be an ‘Equity’, ‘Current Liability’ or ‘Bank account’.
16. Sales Tax Type – Usually would be ‘GST on Income’
17. Purchases Tax Type – Usually would be ‘GST on Expenses’
*Note that the accounts in Xero all have to have codes within Xero:
As you can see, the Reference number is missing at the front of the Account Name.
This needs to be changed in Xero:
1) Log into Xero
2) Go to Settings – Chart of Accounts
Click on image to enlarge
3) Click on the Account that is missing the code
4) Update the box called “Code” and click Save.