Setting up Xero Integration with XPOS Cloud

This guide will outline how to create an account in XPOS and navigate through the Xero Integration steps. Please confirm with the Pro Shop they have set you up as a staff member in their database, with the same email you plan on using to log into XPOS cloud during the account creation step. An FAQ section can be found at the bottom of this guide for more details regarding the integration.

 

Prerequisite: Create an account in XPOS Cloud:

To create an account please see this guide for reference: Create Additional User Logins for Xpos – Xpos Support

NOTE: Please check your spam/junk folder if you don't see the email with the verification code.

The email is usually titled: "Microsoft on behalf of XPOS msonlineservicesteam@microsoftonline.com" and an example email should look like the following (may differ depending on Email Software you are using).

 

 

Step 1: Log into XPOS Cloud and navigate to Settings > Apps & Integrations > Xero

 

Step 2: Log into Xero:

 

Step 3: Click Allow Access:

NOTE: If you have Multiple companies to select from, please ensure you are selecting the right company to link with the Xpos Shop.

 

Step 4: Please confirm the Export Sales Data is set to "Ad Hoc Only" as this can be changed later once you are content your sales data is pulling through to Xero as expected.

Please also ensure Journal Type is set to "Draft (Recommended)" as this will allow you make any changes you deem necessary in Xero before posting. Once posted you can not resend the sales data.

 

Step 5: On this step you can now begin mapping Sales for Subgroups, Payments, Labilities and Tax. The drop down menu will contain a list of all the GL Accounts in Xero.

NOTE: Some System Accounts can not be exported to, for a full list please see the FAQ section below this guide.

NOTE: Don't forget to click the Green Save Button found on the top right hand corner when you have set your mappings.

 

Step 6: Scroll back to the top of the webpage and click "Send all Sales to Xero" found near the top right hand side.

Step 7: When you have clicked "Send all Sales to Xero" you will be prompted to select the Start Date.
NOTE: Once you have chosen your Start Date, this can not be changed. The Sales that are sent to Xero are only sales that have been processed through XPOS Cloud.

 

When you have pressed OK you should see a message saying "posting data succeeded". If you get a message stating the export failed please check the FAQ section below which outlines common resolutions.

 

Step 8: Once you have confirmed the date and sent Sales to Xero. Navigate to your Draft Journals in Xero and review the dates that have been uploaded.

 

Step 9: When you have confirmed the integration is sending the Sales Data to Xero, we can now set this as an Automatic process. To do this, go back to XPOS Cloud > Settings > Apps & Integrations > Xero and enable the checkbox ""Over Night". Don't forget to click the green "Save" button to update this change.

Your sales data sent to Xero will be actioned automatically overnight.

 

 

 

 

FAQ section:

• Are there Accounts that can't be exported to?

There are accounts that can't be exported to, for a list taken from Xero please see below which details those accounts:

 

• Are Multiple XPOS User logs ins required for Xero to work?

No. It only requires one accountant to go through this integration process and once the integration has been enabled all draft journals can be viewed in Xero from people who are part of the same firm. 

 

• When the Pro Shop adds a new Subgroup or Department?

Using a newly added Subgroup as an example (I have called it "Matthew"), an email should arrive titled "Xero Integration Alert" which will detail what has been added and will require mapping.

The mapping can be updated by going to XPOS Settings > Apps & Integrations > Xero > find the subgroup to map > Save.

 

• When the integration does not send sales data?

When you notice the integration has not sent the sales data, you should receive an email titled "Failed posting data to Xero". This is when Xero has tried to send the sales data but has identified the issue that prevents it from doing so. In this case the subgroup "Matthew" has not been mapped.

The mapping can be updated by going to XPOS Settings > Apps & Integrations > Xero > find the subgroup to map > Save.

 

• I get "Posting data failed" when trying to send all sales to Xero?

You will get Posting data failed occur when attempting to send your sales where there is a subgroup or other element that requires mapping. The message will prompt you where to look such as the example below called "Test Subgroup".

 

• Can I change or update my current mappings?

Yes. You can edit mappings in XPOS Cloud by going to Settings > Apps & Integrations > Xero. Find the Subgroup, Payment or Liablity mapping you wish to adjust and click the Pencil icon next to the current mapping to bring up your mapping options (see screenshot below what this icon looks like).

Once you have made a change don't forget to click the green Save button found in the top right hand corner.

NOTE: Updated mapping will not change for historically sent data. Changes will take place when you Send Sales to Xero or when the next overnight send sales cycle occurs.

 

• What Reports can I use in XPOS to verify the data being sent to Xero?

- Cashing Up Report (Provides a breakdown of all money put through the till on the day, to break down this information into Subgroup click the small arrow next to Company).

- Transactions Report (Every transaction put through the terminal is recorded here in detail).

- VAT Analysis Report (This report can be used to check the VAT total under the VAT Column of Company).

- Customer Accounts Transfers (Account transfers are recorded in Xero as Credits/Debits. This report can be used to view all credits and debits including those from competition funds moved between accounts).

NOTE: All reports above can be exported to various file types by clicking the Export Icon.

 

• Why does my Xero Report Total not match the Cashing Up or End of Day Reports when reviewing customer credit accounts?

This is due to Account Transfers not being included on the End of Day Report or Cashing Up Report. You can match the figures that are sent to Xero Journals by going to XPOS > Reports > Customers > Customer Account Transactions Report. On the last page you can view the totals which display Account Credits and Debits.

 

• I get a message saying "Failed: DATE - ApiException NC: 429Xero API minute rate limit error calling". (Similar to the error shown in the screenshot below).

This error occurs when too many days have tried sending to Xero all at once. This timeout usually has a cooldown period and would be advised to try again later in the day.