To integrate with Xero you must be using opsi's Invoice Processing feature, and have the "Manage Business Settings" permission.

You can integrate with Xero to export your invoices into Xero as Bills, and your receipts as Expenses.

Setup Overview

Mapping Categories

Your opsi Item Categories must be mapped to your accounting categories in order to export invoices. Currently you can only map to accounting categories that contain a GL code.

Mapping Vendors

Your opsi Vendors must be mapped to your accounting vendors before exporting invoices. If a vendor is not mapped, the export will fail.

Receipts can still be exported without a vendor, as long as a funding source is assigned.

Mapping Invoice Fields

By default, values in the Tax, Shipping Tax, Shipping, and Other Charges fields are proportionally distributed across the accounting categories of the items on the invoice.

If you prefer to post these amounts to specific accounting categories, you can assign those accounts directly in the corresponding opsi fields.

Mapping a Tracking Category

If you use tracking categories in Xero, you can select which categories should be applied to all exported invoices.

Funding Sources

To export receipts into Xero, you must set up funding sources.

Funding sources determine how receipts are recorded in Xero (for example, as an expense tied to a specific account).

Export Status

Select the default status for invoices exported to Xero: Draft, Submitted, or Authorised.

Multi-Unit Setup

If your account is part of a multi-unit organization, please contact your Customer Success Manager for assistance with the initial Xero setup.

Step 1: Connect opsi with Xero

Click your name in the navigation bar and choose "Business Settings".
Click "Integrations" in the left-hand navigation.
Next to Xero, click the "Edit" button.
Click "Authorize". This will bring you to Xero where you can authorize the integration and select the Xero account you wish to connect to the opsi account.

Step 2: Map categories

On the Xero integration page, click "Manage categories".
This page will allow you to map your opsi Categories to your Accounting Categories. You have the ability to map multiple opsi Categories to the same Accounting Category if necessary.
Click "Save" when you are done.

Step 3: Map vendors

On the Xero integration page, click "Manage vendors".
The first page will allow you to map your existing opsi Vendors (vendors that have already been created on opsi from invoice processing) to your vendors on Xero. Check the "Ignore Invoices" box if you want invoices from the vendor to be prevented from exporting to Xero.
Click next.
The second page will allow you to select any additional vendors that are on your accounting software that you wish to create as vendors and map to on opsi. Only vendors that are not created on opsi yet should be selected here.
Click "Save".

Step 4: Map invoice fields (if applicable)

By default, if an exported invoice contains values in the "Tax", "Shipping Tax", "Shipping", or "Other Charges" fields, these values will be proportionally spread across the accounting categories associated to the items on that invoice. If you wish to instead post the values in those fields to specific accounting categories, you can do so by entering those accounts into the respective opsi fields.

Step 5: Set tracking categories and export status (if applicable)

If you use tracking categories or want to change the default export status you can manage those here.

Step 6: Setup funding sources (if applicable)

If you plan to import receipts into opsi and export those receipts as expenses, setting up funding sources is an important step.

On the Xero integration page, click "Manage funding sources".
Click "Add".
Enter a name for this Funding Source.
Select the "Type" of funding source it is.
Select the account it maps to on your ERP in "ERP Mapping".
Repeat these steps for any additional funding sources you may want to use to export expenses against.

Step 7: Export invoices

It's important to review your invoices before exporting. If there's a mistake on an invoice you can re-export, which will require you to delete the existing bill on Xero before doing so.

On the "Invoices" page you have a few options to export:

Export an individual invoice

Click the three dots on a Published invoice line and choose "Export".
Alternatively, you can click the "Export" button while viewing an invoice.

Export invoices in bulk

Click the down arrow at the top right and choose "Bulk Select".
Select the invoices you wish to export.
Click the three dots at the top and choose "Export".

Step 8: Export receipts

Before exporting receipts, be sure you have Funding Sources setup so opsi knows how to properly post your receipts.

Open the receipt you wish to export.
Click the "Funding Source" dropdown to select the proper funding source for the receipt.
Click "Export".

Re-exporting Invoices

Invoices can be re-exported at any time, however it is recommended to first delete the existing Bill in Xero before re-exporting to avoid collisions/errors.