Functionality includes:

  • Automatically create Xero invoices when a new Supply'd order is shipped.
  • Automatically create new customers in Xero if the customer doesn't exist.
  • Automatically sync invoice payments with Xero for Supply'd credit card payments.
  • Automatically sync reconciled payments from Xero to Supply'd.
  • Automatically sync inventory values from Xero to Supply'd.
  • Automatically handle cost of goods within Xero.
  • Automatically create Xero purchase orders from Supply'd.
  • Automatically create new suppliers in Xero if the supplier doesn't exist.

Integrating with Xero is quick and easy!

 

Connect To Xero

Simply click on your company name in the top right then select "Settings" . 

In the "Settings" menu, scroll down and select "Integrations".

Click on "Add +"  in the top right-hand corner.

The "Add Integration" page will show. Click on the "Xero" icon. You will be taken to Xero where you can login and grant access to Supply'd.

After returning to Supply'd, if the "Xero Settings" form doesn't automatically open, select "Xero" from the"Integrations" list using the steps above.

The "Xero Settings" screen should appear. Complete the fields as follows:

  • Integration Name -  Name your Xero integration. This can be used to differentiate between multiple Xero integrations if you have them.

  • Status -  Will tell you if Supply'd is connected to your Xero account.

Sync Supply'd Orders

Toggle on to sync invoices from Supply'd to Xero. 

  • Supply'd Invoice Number Prefix - An optional prefix for Supply'd Invoice numbers sent to Xero. This is useful to prevent duplicate invoice numbers in Xero.

  • Supply'd Sales Account - Which sales account to sync sales made from Supply'd to in Xero. Select from the drop-down. This should be a "Revenue" account. 



  • Supply'd Shipping Account -What shipping account to sync shipping fees to in Xero. Select from the drop-down. This should be a "Revenue" account. 



  • Supply'd Credit Card Fees Account -What account to sync credit card fees received from Supply'd to in Xero. Select from the drop-down. This should be a "Revenue" account.



  • Supply'd Rounding Account - What rounding account to sync any required rounding to in Xero. Select from the drop-down. This should be a "Current Liability" account.



  • Supply'd Clearing Account - What account to sync payments made against these orders to in Supply'd. This is recommended to be a Supply'd clearing account for payments from invoices. Select from the drop-down. This should be a "Current Liability" account with "Enable payments to this account" checked.



  • Sync Supply'd Orders - When to sync Supply'd orders to Xero.


    • After Order Shipped: Will sync the orders to Xero only after they have shipped.
    • After Order Placed: Will sync the orders to Xero only after they have been placed in the system.

Sync Purchase Orders?

Whether or not to sync purchase orders from Supply'd to Xero.

  • Supply'd Purchase Order Prefix - An optional prefix for Supply'd Invoice numbers sent to Xero.

  • Bill Account - What expense account to sync sales made from Supply'd to in Xero. If accruing costs at the time of receipt this should be a "Direct Costs" account. If with inventory sync this should be a "Current Asset" account matching your "Inventory Account".


  • Shipping Expense Account - What shipping account to sync shipping fees to in Xero. This should be an "Expense" account.


  • Credit Card Fees Expense Account - What account to sync credit card fees paid from Supply'd to in Xero. This should be an"Expense"account.


  • Rounding Account - What rounding account to sync any required rounding to in Xero. This should be a "Current Liability" account.


Sync Inventory?

Whether or not to sync inventory totals from Supply'd to Xero.

  • Sync Historical Cost of Goods - Whether or not to sync historical cost of goods for orders already shipped. If yes, all orders costs in Supply'd will be synced, if no only new orders will be synced. This only applies to new orders since the last sync if a sync was previously active. Select "Yes" or "No"from the drop-down.



  • Sync COGS - How you would like COGS synced to Xero.


    • By Invoice: A journal entry will be made for each invoice with the costs of goods transfer.
    • Daily Summary: A journal entry will be made once each day with the total cost of goods transfer.

  • Inventory Account - What account would you like to use for inventory. This should be a "Current Asset" account.



  • Inventory Adjustments Account - An inventory adjustments account to handle inventory variations outside of received orders or sales. This should be a "Current Liability" account.



  • Cost of Goods Account - What account to apply cost of goods sold to in Xero. Cost of goods will be applied to the P&L after as order has been shipped. Disable inventory syncing to apply at the time of goods receipts. This should be a "Direct Costs" account.

 

Click "SAVE" to apply the settings.

Reconciling in Xero

To reconcile in Xero it is important to understand how payments work with Supply'd. For credit card payments these will be handled by Supply'd and paid out to you once a week. Invoice and cash on delivery are both paid directly from the customer to the supplier. 

For the credit card payments the payments for these are all associated to the clearing account selected as your Payment Account above. We will automatically allocate the credit card payments and any associated fees to this account. When a payout is received you should clear this payment against the clearing Payment Account. The account should then balance itself out unless modifications have been made to invoices.

For invoice and cash on delivery payments, when these payments are received you should reconcile these against the appropriate invoice that have already been synced to Xero. 

 

Disconnecting from Xero

If you would like to disconnect from Xero you can do so by clicking on your company name in the top right, then select "Settings". Select "Integrations" from the "Settings" menu, then "Xero" from the "Integrations" menu (as above). 

Click on the 3 dots in the top right-hand corner. Select "Remove Integration".


You will be asked to confirm. Click "Remove".