Table of Contents

• Introduction
• Enable Xero Integration
• Connect Xero Account to Ordway
  • Connecting Objects
  • Customer Data
  • Map Chart of Accounts
  • Products
  • Journal Entries
  • Sync Invoices
  • Payments
  • Refunds
• Integration Status
• Disconnect Xero Integration

Introduction

Utilize Ordway's Xero Accounting integration to map Customers and Products, send Transactions, and Push Journal entries from Ordway into your Xero General Ledger. Xero provides the ability to share transactional information from Xero to Ordway. and vice versa.

Enable Xero Integration

This integration is currently in an Alpha phase and therefore must be enabled for each Xero account individually.

If you would like to make this available for your company, please reach out to Ordway’s support team and provide your Xero account information, for assistance enabling this integration.

Preconditions: User must have an active Xero account.

Connect Xero Account to Ordway

Preconditions

1. You must have an active Xero account with administrator permissions.
2. You must have the appropriate role and permissions in Ordway.

Steps

1. On the left navigation menu, click Setup > Integrations> Integration Settings. The Integration Settings page is displayed.
   
2. Under Accounting, click Connect. 
   • Note: Once the initial connection is established, the option changes from Connect to Settings.
     

3. When first initiating a Xero integration, click New authentication.

4. Name the authentication and click Create.

5. The Xero login page displays.

6. Enter credentials and click Log in.

7. Once logged in, select the Tenant ID and click Finish.

8. Once logged in and authenticated, the Xero integration page displays.

Connecting Objects

Now that the two applications are connected, decide which Data Types to enable. Once enabled data can be sent from Ordway to Xero and vice versa. 

Note: Disable any object using the toggle on the Xero Integration settings screen. When an object is disabled, data is no longer in sync.

Customer Data

1. Click Map and Sync Customers to connect Customer fields. 

2. Map all Customer and Contact fields. Use the scroll bar on the right side to review all Customer field mappings. Make any needed changes. 

3. Click Add a New Mapping as needed. 

4. Populate the new field mapping from the available drop-down menus.

5. Click Finish. 

Note: When creating new Customers in Ordway that need to be synced to Xero, (Menu > Customer Accounts > Add), be sure to include the contact’s email address. This is a required field and you cannot proceed without it.

Add the following content under the Customer Data section, immediately after the existing note about contact email being required.

Customer & Contact Sync Behavior

When a customer is created in Ordway and synced to Xero, the following contact sync rules apply:

• The first contact created in Ordway for a Customer is synced to Xero and is automatically set as the Billing Contact in Xero.

• Ordway allows multiple contacts to be created for a single Customer.

• A maximum of five (5) contacts per Customer will be synced from Ordway to Xero.

• If more than five contacts exist, only the first five contacts will be sent to Xero. Any additional contacts will remain in Ordway and will not sync.

• To be eligible for sync, a contact must have at least one of the following fields populated:

  • First Name

  • Last Name

  • Email Address

• If all three fields are empty, the contact will not sync to Xero.

• Updates to synced contacts will continue to sync between Ordway and Xero, provided the contact remains within the first five contacts for that Customer.

Important

If a specific contact must be available in Xero, ensure it is created within the first five contacts for the Customer in Ordway.

Note: Xero supports syncing a maximum of five contacts per customer from Ordway.

Map Chart of Accounts

1. Click Map and Sync Chart of Accounts to connect Xero accounts in Ordway. 

Note: Be sure to map your Chart of Accounts properly before syncing Products in the next section.

2. Review the field mappings and make any necessary adjustments.

3. Click Next. 

4. Use the scroll bar on the right side to review all Chart of Accounts field mappings. Populate the Ordway and Xero accounts.

5. Click Add to array if necessary.

6. Populate the new field mapping from the available drop-down menus. Use the red X icon to remove a mapping.

7. Click Finish. 

Sync Products

Next sync your Ordway Products with Xero Items. 

1. Click Map and Sync Products. 

2. Use the scroll bar on the right side to review all Product field mappings. Populate the Ordway and Xero fields.

3. Click Add a New Mapping as needed. 

4. Populate the new field mapping from the available drop-down menus.

5. Click Finish.

Journal Entries

1. Click Sync Revenue Schedule Journal Entries. 
Note: Xero only supports the generation of manual journal entry records via API. When syncing Invoices, Credits, Payments, and Refunds to Xero, journal entries will automatically be generated by the Xero system. Revenue Schedule journal entries generated in Ordway will be synced to Xero as manual journal entries and customer information and additional details will be sent as part of the manual journal entry and journal entry lines.

2. Use the scroll bar on the right side to review all Journal Entry mappings. Make any needed changes. 

3. Click Add a New Mapping as needed. 

4. Populate the new field mapping from the available drop-down menus.

5. Click Finish. 

Sync Invoices

Next sync your Xero Invoices with Ordway data. 

It’s important to note that when Invoices are being synced that the GL Account selected on the Credit side of the Invoice Posting transaction will override the GL Account that has been selected as the default account in Xero. This is especially important when considering Deferred Revenue transactions.

1. Click Sync Invoices. 

2. Use the scroll bar on the right side to review all Invoice mappings. Populate the Ordway and Xero fields. 

3. Click the trash can icon to delete an invoice mapping row as needed.

4. Click Add a New Mapping as needed. 

5. Populate the new field mapping from the available drop-down menus.

6. Click Finish.

Payments

Sync Payments from Ordway to Xero

Enable Sync Payments to send payment data from Ordway to Xero. 

1. Click Sync Ordway Payments to Xero. 

2. Use the scroll bar on the right side to review all Payment mappings. Make any needed changes.  Click the trash can icon to delete a payment mapping row as needed. Click Add a New Mapping as needed. 

3. Populate the new field mapping from the available drop-down menus.

4. Click Finish. 

Sync Xero Payments to Ordway

Enable Xero Sync Payments to Ordway to send payment data from Xero to Ordway. 

1. Click Sync Xero Payments to Ordway. 

2. Payments added in Xero that are synced to Ordway are sent as External Payments. Select the appropriate default payment method from the drop-down menu. 

3. Click Finish. 

Refunds

Finally, sync your Xero Refunds with Ordway data.

1. Click Map and Sync Refunds. 

2. Populate the Ordway and Xero fields. Click Add a New Mapping as needed.

3. Populate the new field mapping from the available drop-down menus.

4. Click the trash can icon to delete an added refund field mapping row.

5. Click Finish. 

Integration Status

Live as of 04/03/2024 in Sandbox and 04/13/2024 in Production Xero Integration Status is identified by a icon in both records and lists. Read more about Integration Status. 

Disconnect Xero Integration

The Xero integration can be disabled at any time by using the Disconnect option from the main Xero integration page in Ordway. 

Warning: Disabling the integration will stop the data sync between the data types that have been configured. All configurations are retained should you need to reconnect at any time. 

Disconnect the Xero integration at the bottom of the main Xero integration page. 

Related Topic

• Xero: Payment Synchronization – Ordway Support Portal