Integration Manual for Xero - G.J. Gardner...Integration Manual for Xero This manual provides the necessary steps inolved for integrating and sustaining true and factual information

Integration Manual for Xero

This manual provides the necessary steps inolved for integrating and sustaining true andfactual information regarding financial data and reporting.

G.J. Gardner Homes Integration Manual for Xero

Table of ContentsXero Integration ...........................................................................................................................................................................3

PRE-VALIDATION ..................................................................................................................................................................51.Tasks to achieve before Integration ....................................................................................................................................6

1.1 Dealing with uncleared checks ...............................................................................................................................82. Public Key Certificate ........................................................................................................................................................93. Allow GreenHouse software to connect to your Xero account .......................................................................................104. Configure your GreenHouse database for integration ....................................................................................................115. Match Xero accounts to Greenhouse accounts ..............................................................................................................136. GST Categories ...............................................................................................................................................................176. Create “Cost Center” and “Job Number” tracking categories in Xero .............................................................................187. Submit your suppliers to Xero .........................................................................................................................................198. Submit invoices and credit notes that are still unpaid as at the conversion date to Xero ...............................................219. Switch Integration On ......................................................................................................................................................2210. Submit current financial year data to Xero ...................................................................................................................23

10.1 Configure Payroll ..................................................................................................................................................2510.2 Payroll in Xero ......................................................................................................................................................27

11. Enter Conversion Balances ...........................................................................................................................................2811.1 Correcting Transactions ........................................................................................................................................2911.2 Compare Balances ...............................................................................................................................................32

12. Clean Up Reconciled Transactions ...............................................................................................................................3313. Lock the period before the conversion date .................................................................................................................3414. Xero Button and function's in GH .................................................................................................................................3515. Setting up Bank Feeds ..................................................................................................................................................36

15.1 Partner Feeds .......................................................................................................................................................3715.2 Yoddlee Feeds ......................................................................................................................................................3815.3 Manually Import Bank Statement .........................................................................................................................39

POST INTEGRATION ..........................................................................................................................................................40ERRORS/FIXES ...................................................................................................................................................................41


Xero Integration Considering that we have integrated with software (Xero) that is not written in our current code or on our current platform, we have worked dilligentlyin designing a "Configuration Utility" that allows a flow of communication back and forth between the two. This is necessary whilst we transition intodeveloping other sections of the software. It is crucial that any transaction or amendment to data be trasnferred back into the Greenhouse, thus allowingother sections of the software to function in the same manner. e.g. When adding new "Chart of Account" further down the line after the initial integration, the Configuration Utility will need to be ran where the newaccount will need to be linked or created. In addition, the Greenhouse will still be used for various aspects of our business such as Claims/Draws and WIP's.. The following steps within this Integration Manual are needed to enable the constant flow of communication between Xero and the GJ GardnerGreenHouse. They must be completed in specified order, and at the same time be referenced in future evets where labelled within the Manual. Please read this document and understand what is required for the integration.

Manual Journals and Xero When using General Journals in the GreenHouse you need to remember that Xero will not accept Journals that use more than 2 bank accounts, nor willit accept Journals that use 2 bank accounts and other account codes. What this means is that in an integration the journals that don't pass the following rules will not be sent through to Xero correctly. The rules that it needs to pass are:

• Must not use more than 2 Detail Bank Accounts• If 2 Detail Bank Accounts are used, must not use any other accounts

To ensure an easy integration without having to clean up a messy suspense you should make sure all your franchises are posting General Journals thatpass these 2 rules. I can't stress this enough, it will save hours of heartache down the track when you are trying to balance Xero with the GreenHouse

Main Benefits Xero provide Cloud ComputingXero does not need to be installed. It is delivered via a website and can therefore be accessed at any computer/device around the world. Integrates seamlessly with GreenHouseOur team of Developers worked hard in ensuring that Xero and the GreenHouse would work hand in hand. Live Bank FeedsWhen you can connect your accounting directly with your bank account there will be less room for human error. Also, with the addition of Bank Rules,you can automate many cash transactions and much of the reconciliation. ReportingXero brings with it a plethora of Accounting Reports that adds to our already extensive list of reports available from the GreenHouse Future DevelopmentOne of the greatest benefits of teaming up with Xero is that they will continue to develop their software to remain a world leading accounting platformand GJ Gardner Homes will be there to share the spoils.

Necessary Monthly Checks

1. Ensure that the suspense account has no wrong postings for the month, If so, they will need to be corrected.2. Check compare balances to ensure there are no imbalances. (Discuss with Master Franchise to amend if found)3. That any new Chart of Account that has been added is linked.



PRE-VALIDATION Before starting integration please validate the database in GreenHouse by 1. Clicking Options -> Validate Database and fix any existing issues.

2. Then go to the Xero-Config and click the Validate button in XeroConfig to view the issues likely to occur when sending the full year financial data toXero.

Note - After you map GreenHouse accounts to Xero accounts in the “Chart of Accounts” screen, click the Validate button again because some issuescan only be detected once the accounts mapped.


1.Tasks to achieve before Integration 1 Week before integration, documentation for Mulraney's is needed to be filled out with information pertinent to the Franchisee. If you choose to have astandard chart of accounts, then please forward this through, thus they can then set-up the account with CoA provided. Mulraney's document location: Intranet > Docs and Files > Admin Docs and Files > File: Xero Integration Form (AUSTRALIANS) Please send this filled out to [email protected] Below is a "Standard" list of tasks that will need to be completed before integration. All steps may not be relevant to your office.

List of Tasks

1. Cordinating with Server Hosts: - Have your Database Host take a backup before using the integration,Call Instant Office to take a back-up of Franchisee's Database, this can be done morning before integration or prepared beforehand by co-ordinating with IO. - Co-ordinating them to have the GJ Xero Integration Files placed on Franchisees Desktop and Support Person.Inform Instant Office of the users that will need the GJ Xero (We advise the support person for STATE, Master Franchisee and Franchisee),choosing staff is up to Franchisee and Master. - Co-ordinating them to have the GJ Xero Integration Files placed on Franchisees Desktop and Support Person.

- Inform Server Hosts of the users that will need the GJ Xero (We advise the support person for STATE, Master Franchisee and Franchisee),choosing staff is up to Franchisee and Master. - Have them run the SQL Script BEFORE starting the integration. 2. Make sure your accounting for the prior financial year is sorted and correct. 3. Make sure you have completed the previous Financial Year Rollover in the GreenHouse. 4. Go through your database and make any contacts that you do not want transferred to Xero Inactive. Also, Xero does not allow contacts with the samename therefore you will need to make them uniquely different. e.g. Say there is a creditor “SWANK, PAUL” in GreenHouse and there is a debitor with exactly the same name. They are two different records in theGreenHouse and therefore must be sent to Xero as two separate contacts. However, Xero does not allow contacts with the same name. In other words,the first one will be successfully created in Xero but the second one will produce an error. As a consequence, all invoices/credit notes/bank transactionsassociated in GreenHouse with the second contact will produce errors when sending them to Xero because there will be no corresponding contact forthem in Xero. To fix that, you can change the name of one of these contacts in GreenHouse – simply appended (Creditor) to that person’s last name orwhatever allows you to recognize the difference.

simply appended (Creditor) to that person’s last name or whatever allows you to recognize the difference. 5. Go through your Cost Centres and make sure that any Cost Centres that aren’t named correct are modified. 6. Clean up Jobs and DPPS – Go through your list of Jobs and Finalize and make not proceeding. 7. Print AP & AR, Match off Credit Note There are 2 sections you will need AP/AR. 1st is for entering in Conversion Balances in Xero as at Conversion date. 2nd is checking off Sales andPurchase Invoices when sending invoices to Xero.

1. PRINT: Aged Payables and Receivables from Greenhouse as at the "Date Prior to Conversion" (e.g. if Convrsion date is 1st of July,then print 30th of June)

1. PRINT: Aged Payables and Receivables from Greenhouse as at "End of Financial Year" (e.g. if conversion date is 1st of May 2015,print 30th of June 2014 statments) Every transaction that is on that report needs to be ticked off in Xero Config (Later in the integration)


8. Tidy up GST(NZ) – This is an opportunity to clear up the 12.5% GST Categories 9. Bank A/c reconciled to Conversion Date – Make sure you have all of your Bank Accounts Reconciled to the Conversion Date you areplanning to use 10. Bank Credits account to NIL – Make sure there is no current balance in your Bank Credits Holding Account 11. Restructure your Chart of Accounts to match the standardized Chart of Accounts for your State.11.1 Make sure Chart of Accounts in Greenhouse do not have the same name for any other account. e.g. Less Accumulated Depreciationbeing used on every Dep'ing asset account.11.2 Make sure the CLEANING of the Chart of Accounts is before the conversion date. 12. Clean up wrong postings – Clean up those journals that have been posted to incorrect Account Codes 13. Collate Payroll info including leave, sick, TFN, Award, RDO, Long service etc – This information can be added to Xero during theintegration or after. Sooner the better.

14. Email Addresses need to be looked at – Greenhouse might have 3 email addresses, Xero only gets sent one 15. Reports in GH having issues – Making sure the AR & AP match the figures in Trial Balance 16. Make sure certain accounts are “enabled for payments” – e.g. Discounts, Suspense, etc 17. Make sure periods are unlocked while running integration

In Xero After Mulraney's have set-up your accounts please be sure to check that - ALL Bank Accounts and EVERY Reconciable accounts have been ADDED. You chan check by going to Accounting > Cash Book > Bank Recs >Open Dropdown, checkMUST ensure this is correct before Matching accounts in step 5.- Chart of Accounts is EXACTLY as you sent in if using a TEMPLATE for standardisation.


1.1 Dealing with uncleared checks Balances are entered on the Account Balances screen during the Set up process or on the Conversion Balances screen (Settings menu) in Xero if youneed to make changes after the Set up process is complete. If your account balances from a previous system are straightforward debits or credits thatcan go against the new accounts you've set up in Xero you can use the help for either of these screens as necessary. A less straightforward situation is when you have uncleared checks that you need to bring across from your previous accounting system. Bank account that has uncleared checks Xero has 2 balances for bank accounts: 1 is the Balance in Xero (i.e. the balance of all the transactions entered into the bank account you've set up inXero), and 1 is your Statement Balance (i.e. the balance of all bank statements imported into this bank account in Xero). If your bank balance as recorded in your previous accounting system differs from your actual bank account balance at the time of conversion to Xero,it's likely to mean you have checks that have been written but not yet cleared on your bank account. These uncleared checks need to be shown as aliability on your balance sheet. Knowing how to use these different balances when you convert to Xero means your starting bank balance in Xero will be correct. Xero will allocate theconversion balance entered to both the Xero bank account balance, and your bank statement balance. If these balances are not the same at the timeof conversion (due to uncleared checks) then you will need to follow the steps below.

When you set up your organization in Xero and are entering your conversion balances:

1. Create a new current liability account called "Uncleared Checks"2. Make sure the bank account balance entered as the conversion balance is that from your bank statement.3. Enter the amount of the uncleared checks into the new liability account.4. Added together, the balance of the bank account and uncleared checks should match the value of your bank account in your previous accounting

system.5. Make a list of all uncleared checks including the payee and amount.

Once you start using Xero on a day-to-day basis:

1. Identify and mark-off each check on the above list as it is deducted from (or in the case of an uncleared check, payment received from a customerdeposited into) your bank account.

2. As each check is presented in your actual bank account and is brought into Xero as an actual bank statement transaction, you can create a Spendmoney transaction that is coded back to the Uncleared Checks liability account (created above). Do not code this check to the original expense (orrevenue) account as that was done in the previous year.

3. When all uncleared checks (and all other bank statement lines) have been accounted for, your Xero bank account balance (shown on theDashboard and Bank Account sections as 'Balance in Xero') should be correct. If you are still unable to reconcile your bank account then thesereconciliation tips might help.


2. Public Key CertificateThe Public Key Certificate is used in the following step to integrate Greenhouse with Xero. Aus and NZ will have the Xero integration folder on their desktop after havinng contacted their hosts and organized.

From Host Desktop 1. Locate the GJ Xero Integration Folder 2 . Locate "GJ Gardner Integration" (Icon looks like a certificate)

3 . Right Click, Copy and paste to desktop. (At this point proceed to do the additional steps) Ensure that you know where the icon is saved to be used in the following steps.

Additional Steps While still in this screen, we can create shortcuts to applications we will need later in the integration. 1. Right Click next to "XeroConfig" which is the manual sync used in a later date (needs to be the application)

2. Click, Create Shortcut (This will place an icon for XeroConfig on your server providers desktop) 3. Please do the same process for Franchise.Xero.xero & Franchise.xero.payroll (ensure that it is the application file)


3. Allow GreenHouse software to connect to your Xero accountWhether you saved the GJ Integration on hosts desktop or regular desktop. You need to do the following process on the same platform. 1. Go to http://developer.xero.com/ 2. Click “My Applications” in the top menu then login with Xero username (This NEEDS to use a generic email account i.e. [email protected],[email protected], [email protected]) and click the “Add Application” button. 3. As shown on the following screenshot, select “Private”, enter a name (e.g. “GJ Gardner Fresno) 4. Select the correct organisation from dropdown > then click upload file 5. Public Key Certificate is the GJ Integration icon which was saved to the desktop in the step before.- Click Upload X509 certificate- Click Choose Files (GJ Integration)- Locate Certificate and upload 6. ENSURE "Enable Payroll API for this organization is ticked". 7. Click Save to exit and move onto the next step. 8. You will be presented with a screen showing a “Consumer Key” – a long sequence of letters and numbers. Click COPY and STORE the consumerkey for later use.

9. Click save to move on.

http://developer.xero.com/


4. Configure your GreenHouse database for integration Before configuring Xero integration for a GreenHouse database, ask your provider to take a backup copy of it and wait for confirmation that it has beentaken. If Xero integration goes wrong, you will be able to restore your database from the backup to its previous state. From Host desktop 1. Click XeroConfig application, enter your server and database name and click “Connect”.

Aus Details:Server: appserv\gjg2010Database: select the Database name for the relevant Franchise running the integration, copy and paste into the ABOVE window on your desktop.Use select DB to get the correct DB name.

Click “Configure Accounting”.


You will be prompted for the Consume Key, which is the long sequence of numbers/letters you have received from Xero and a conversion date (the dateyou want to start recoding your transactions in Xero). See Xero help for more details - Conversions

Click OK to finalize and move onto the next step.

https://help.xero.com/us/Settings_ConversionBalances


5. Match Xero accounts to Greenhouse accounts Before doing this step ensure ALL Bank Accounts and EVERY Reconciable account have been ADDED to Xero. You chan check by going toAccounting > Cash Book > Bank Recs > Open Dropdown, check Note - After you map GreenHouse accounts to Xero accounts in the “Chart of Accounts” screen, click the Validate button again because some issuescan only be detected once the accounts mapped.

Printing You need to Print the Trial balance at the end of the month prior to conversion date. This is to ensure that every account that has been posted too,will be matched. FOR this step ensure no one else is in the accounting section of the database being integrated

General Information before matching A Xero account can be matched to only one GreenHouse account. If you try to match the same Xero account to more than one GreenHouse account,you will receive the following error message. AUS/NZ ONLY - The only exception to this rule are the “GST on Sales” and “GST on Purchases” accounts (“Sales Tax on Sales” and “Sales Tax onPurchases” in the USA). They can be matched to the same “GST” or “Sales Tax” Xero account.

If you receive an error message saying that the selected Xero account has no code, go to Xero, edit that account and enter a code for it. Then you needto un-match that account (select no Xero account for it), save the remaining accounts and close the Charts of Accounts screen. Click the “Charts ofAccounts” button to open it again – this time it will contain the code you have specified in Xero and you can use it now.

Also If you use an account that is not a bank account to make or receive payments, you must enable payments for this account. For example, if you use“Bank Credits Control Account” to record payments, click it in Xero, tick the “Enable payments to this account” checkbox and click “Save”.



Begin Matching 1. Click the “Chart of Accounts” button wait a few minutes while the application loads GreenHouse and Xero accounts.

2. From the dropdowns click the Xero “Accounts Payable”, “Accounts Receivable” and “Suspense” accounts. Do the Same for Sales and Purchases.The system will use the Suspense account when it cannot find a correct account for a transaction.

3. In the bottom section you need to select Xero accounts for all GreenHouse Accounts.

• Need to match all account with Non-Zero Balances.Accounts that have transactions posted against them from the Conversion Date have an asterisk (*) after their names. You MUST selectcorresponding Xero accounts for them.

• Accounts with grey background in the Xero Account column do not need Xero accounts. If you forgot to create all Xero accounts you need, you mayclick “Create” and a new account will be created in Xero.

• Please note that you cannot create bank accounts, credit cards or any other accounts that you make payments from in this screen – you must createthem in Xero.

• Click “Save” from time to time so as not to lose your work.• When Creating, If "Unique Name Error" comes up, this is because the account has been used previously.

4. Click Save, and Exit out of the screen.


If you later create new accounts in GreenHouse, you will need to run this application again andmatch your new account to a Xero account and vice versa.

Enable Payments All accounts that handle money to the Accounts Receivable and Payables need to have the function "Enabled Payments".


6. GST Categories This step is required for Australian and New Zealand offices only. You must use different GST categories for different tax types. The categories that end with “(inactive)” must not be used. If tax type not specified , closethis form, create new GST categories in GreenHouse, come back to the configuration screen and click the “GST Categories” button again.

To start 1. Click “GST Categories”

2. Export from Greenhouse to Xero Tab - Select a corresponding GreenHouse Category for each Xero Tax Type.3. Click Import From Xero into Greenhouse - Match corresponding accounts as previously.

4. Click Save when finished.5. Close


6. Create “Cost Center” and “Job Number” tracking categories in Xero Click the “Cost Center” button and wait while it submits your Cost Centers to Xero. This process may take a few minutes. Then click the “Job Numbers”button to send jobs to Xero. Please wait until confirmation box appears for both Cost Centers and Job Numbers.


7. Submit your suppliers to Xero You can easily send your current suppliers to Xero. This will save you time later because you will not need to enter them in Xero manually. If you do notwant Certain Suppliers showing in the list, go through and make inactive.

1. Click Suppliers 2. Tick the Suppliers that you want to send to Xero.

• You do not have to send all of them, for example, you may exclude those you are no longer deal with.• Read through Cost Centers at the beginning as you may have suppliers/vendors in between e.g. 2-10 Home Warranty, 4imprint etcc... (Do not send

over CC's)• Records that have grey background have been sent to Xero previously and must not be selected again.• You can right-click it and use the context menu.

When it finishes sending suppliers to Xero, it will show the following message:


Unfortunately, it is not possible to send suppliers’ bank account numbers to Xero automatically. This is why it is necessary to perform the following step.Please do what the message says. When you click OK, it will open a new Internet Explorer window where you should login and go to the organisationyou are setting up (it is possible manage more than one organisation in Xero). Then switch back to XeroConfig and click the "Start" button.

It will then automatically make the Internet Explorer window open the suppliers you selected one by one, fill in its banking details and save itautomatically. It may take a few minutes. If you notice that something goes wrong, click the "Stop" button.

Open the “Errors” screen by clicking the “Errors” button. If there are any errors, review them and, if necessary, select them and resubmit the records thatresulted in errors.


8. Submit invoices and credit notes that are still unpaid as at the conversion date to Xero When all necessary GreenHouse accounts have been matched to Xero accounts, you may click the “Sale Invoices” button to submit invoices that arestill unpaid as at the start of the financial year.

Printing PRINT: Aged Payables and Receivables from Greenhouse as at "End of Financial Year" (e.g. if conversion date is 1st of May 2015, print 30th ofJune 2014 statments) Every transaction that is on that report needs to be ticked off in Xero Config if it appears on the screen.

Sumbit Invoices 1. Click Sales Invoices

3. Tick alll Invoices which match the report and represented on the screen.

• Records that have grey background have been sent to Xero previously and must not be selected again.• You can right-click it and use the context menu.

4. Click the “Send to Xero” button and wait a few minutes while it processes all of the selected records. When you finish with sale invoices, do the same for unpaid PURCHASE invoices by clicking the “Purchase” invoices button.

ErrorsOpen the “Errors” screen by clicking the “Errors” button. If there are any errors, review them and, if necessary, select them and resubmit the records thatresulted in errors.


9. Switch Integration On Click the “Switch On” button and wait for a confirmation message.


10. Submit current financial year data to Xero Before we Submit all Financial Data into Xero, we need to ensure the correct information is being sent from the correct Database.

Change Franchise.xero DB to correct DB 1. Go to the Application icon Franchising.xero (this is the icon we created a shortcut for in Public Key Certificate) 2. Right-click on icon, click Properties 3. We need to ensure that the DB name is correct for the Franchise being integrated e.g. \\appserv1\gjg2010$\Default\GJG2010_Franchise\Xero\Franchising.Xero.exe appserv\gjg2010 gjg2010_centralgipps_App_live 3.1 In Target Field, go to the end of the text, press space bar, enter server: appserv\gjg20103.2 Press space bar, enter in DB name: gjg2010_centralgipps_App_live

4. Click Apply 5. Click OK


Send over Financial Data 1. Click Fin Year Data

2. This will prompt a pop-up message

3. Click OK 4. Go to Desktop 5. Now run "Xero Sync" by double clicking the icon Franchising.Xero.xero (or what name you use for Franching.Xero.exe)This manually to actually send the financial year data to Xero. Wait till it finishes and check the Errors screen for errors 6. Double click "Xero Sync" 2 or 3 times to ensure all the financial data has been sent across.

Errors If there are errors, review them and take necessary steps to fix them (See 11.1 Correcting Transactions for a detailed breakdown) Log into Xero, go to Reports -> All Reports > General Ledger In the date range boxes select dates from the start of the financial year to the end and click “Update”. If there are any amounts in the account younominated as the Suspense account, review all its transactions.

If necessary, make necessary corrections. GreenHouse transactions may be sent to the Suspense account because some of GreenHouse transactionscannot be represented in Xero. Before modifying any transaction, add its URL to the Exclusions list in XeroConfig to prevent changes to be importedback into GreenHouse. You may decide to delete a transaction and manually create the correct transaction in Xero that would represent the originaltransaction in GreenHouse. In this case, you also need to add the URL of the newly created transaction to the Exclusion list in XeroConfig. Check the Suspense account in Xero and fix transactions.


10.1 Configure Payroll Before configuring payroll through the Config utility. We need to initiatie payroll in XERO.

Initiate Payroll in Xero This step is to allow our integration for PayRoll to Run. 1. Click Payroll > Overview > Edit PayRoll Accounts

Add Earnings Type and Allocate Expense Account 1. Click “Pay Items” If a regular earnings account is set-up you will not need to do the below steps. 2. If not “Add Earnings Type”

3. Enter a name, 4. select “Regular Earnings” in “Earnings Category”

5. Click “Save”. You can also add more types and select different categories if you like. However, there must be one and only one earning type that has the “RegularEarnings” category selected.


1. Click Configure Payroll Wait for confirmation box 2. Click Switch On


10.2 Payroll in Xero Before entering in Payroll there are a few things to consider.

Organization Settings > General Settings > Organisation Settings Please ensure all information pertinent to Franchise is filled out.

PAYROLL Settings > Payroll Settings Please ensure these accounts are correct.

This below link provides steps and procedures for the initial Payroll set-up. This is to be done AFTER the integration is finalized. https://help.xero.com/au/Payroll-Start to finalize set-up for Payroll

Considerations when setting up Payroll In Greenhouse- What weeks have been done for payroll so far?- Opening YTD Figures need to go to the date last entered in GHe.g. Conversion Date is 1st of May but entered pay to the 4th and 11th in Greenhouse. Payroll Opening Balances for each staff member need to be perYTD figures on 11th of May Payslips.


11. Enter Conversion Balances Before entering conversion balances you need to ensure that transactions in the "Suspense Account" are fixed.

Suspense Account You need to fix transactions in the Suspense account before entering the conversion balances in Xero. If you do it this way, Xero will automaticallymatch theunpaid invoices balances to the Accounts Receivable / Accounts Payable balances. You need to fix transactions in the period from the start of thefinancial year tothe conversion date (but not including the conversion date). Please see 11.1 Correcting Transactions e.g. Set the conversion date to 1/March/2015. Go to Reports -> All Reports -> General Ledger, select the period from 1/Jan/2015 to 28/Feb/2015 andthen click “Show Transactions” in the Suspense account.

Conversion Balances Log into your Xero account, go to Settings -> General Settings -> Conversion Balances and enter balances from GreenHouse into Xero as describedin Xero help. Go through the acounts and enter in the financial data from the GH Trial Balance as at day prior to Conversion Date. Use the link to learn about Conversion Balances.

https://help.xero.com/au/Settings_ConversionBalances


11.1 Correcting Transactions Correcting Transactions in the Suspense Account In some rare cases GreenHouse transactions cannot be represented in Xero. For example, the following transaction cannot have an equivalenttransaction in Xero because it involves two bank accounts and an expense account.

Account Name Account Type Debit Amount Credit Amount

Cheque Account Bank Account $4,980

Savings Account Bank Account $5,000

Bank Fees Expense Account $20

Such transactions will be posted against the account you nominated as the Suspense account. After you send all the current financial year transactionsto Xero and fix any errors that appear in the Errors screen, you need to review the Suspense account transactions. You can find these transactions inXero by going to Reports -> All Reports -> General Ledger, selecting the date range from the start to the end of the financial year and then clicking the“Show transactions” link in the popup menu.

If you see transactions that should not be posted against the Suspense account, you need to correct them. There are two approaches to fixing such atransaction.

Deleting a Transaction You can fix delete an incorrect transaction in Xero and let the system delete the corresponding transaction in GreenHouse next timeFranchising.Xero.exe is run (either manually or automatically). This approach is recommended when the transaction is in the current tax reporting period (e.g. in the current month) and deleting it from Xero wouldnot create any discrepancies with any reports you have already submitted to the tax office or other regulators. To delete a transaction in Xero, click itand Xero will show its details. From the right-hand transaction menu select “Void”. Depending on the type of the transaction, this menu item can also becalled “Remove & Redo”

Next time Franchising.Xero.exe runs, it will delete the corresponding transaction in GreenHouse.

Creating New Transactions You may decide to make necessary corrections in Xero but keep the corresponding transactions in GreenHouse intact. This approach is recommendedwhen the transaction is in the previous reporting period. You can achieve this in these steps. 1) Add the Xero transaction to the exclusion list in XeroConfig to prevent its changes from being imported back into GreenHouse. Click the Exclusionsbutton to open the Exclusions list.


Switch to your Internet browser, open the transaction you want to exclude, select and copy its URL from the address bar.

Switch back to XeroConfig and click the Add button in the Exclusions screen.

Paste the transaction URL into the top text box, enter some comment into the bottom box and click OK.

2) Now you can delete this transaction in Xero as described in the previous section and it will not affect GreenHouse. 3) Manually create a new transaction or several transactions in Xero that correspond to the original GreenHouse transactions and add all of them to theExclusion list in XeroConfig as described above. In our example, you need to create one “transfer money” bank transaction:



Cheque Account Bank Account $4,980

Savings Account Bank Account $4,980 and one “money spent” bank transaction and add them both to the Exclusion list in XeroConfig.


Savings Account Bank Account $20

Bank Fees Expense Account $20


11.2 Compare Balances This step acts as a countermeasure to ensure that the trasnfer of financial data to Xero is a true reflection of what is currently in GreenHouse (Checksand balances). This step is to be done ONLY when all Errors are cleared from the Error log, clearing the Error log in previous steps will take care of theimbalances in the compare balance screen.

Access Compare Balances 1. From the config display, click Compare Balances

2. The next screen displays all Accounts that have been linked in the config. IMBALANCES between accounts will appear RED.

- Current and Retained earnings will always be red due to the difference between how GH and Xero account for this, these can STAY as is. 3. Search through all accounts to see if any imbalances are showing.4. Use the processes outlayed in 11.1 Correcting Transactions to clear the imbalances.


12. Clean Up Reconciled Transactions At this stage, GH may have sent over transactions that have already been reconciled but will show unreconciled in Xero. These will need to be cleanedup.

Reconcile Transactions 1. Go to Accounts > Bank Accounts (Locate the bank account for the account transaction you want to mark as reconciled) 2. Choose Manage Account > Account Transactions

3. If you haven't already enabled the Mark as Reconciled button, go to Help > Enable Mark as Reconciled.

4. Check the box alongside the account transaction you want to mark as reconciled. Select More > Mark as Reconciled. 5. Select Mark as Reconciled to confirm.

General Information it would be best to start bank reconciliations from Opening Balance date as well as batch reconciling those that should be that come over with initialpush.it would be best to start bank reconciliations from Opening Balance date as well as batch reconciling those that should be that come over withinitial push.


13. Lock the period before the conversion date Log into your Xero account, go to Settings -> General Settings -> Financial Settings, enter a Period Lock Date and click “Save”. The date you enter must be the day before your conversion date. For example, if you conversion date is 1st of July 2014, enter 30th of June 2014 asyour period lock date. Learn more about lock dates in Xero help. Lock Dates

Now you can ask your provider to enable Xero integration scheduled tasks for your office.

https://help.xero.com/Settings_LockDate


14. Xero Button and function's in GH After the integration is complete, we can now turn on cetain functions in the GH that will instruct users of certain section's in the GH which are nowfacilitated via Xero. such as payables. It will also add a button under Accounting to run the Manual sync, this is an added function on top of theautomatic sync set-up in the background, which runs on an hourly basis.

Setup Xero functions1. Go to Setup > System Variables > General Ledger

2. Click the lock, obtain authorisation code and ensure both boxes are ticked.3. Process Xero button has now been added, this is ONLY to run the Manual Sync. Users will now notice added pop-up messages as well.


15. Setting up Bank Feeds Bank feeds let you automatically import bank statements into your Xero organization from banks and other financial institutions. This saves you havingto manually import them yourself. "DO NOT IMPORT BANK STATEMENTS IF YOU ARE SETTING UP LIVE BANK FEEDS, IF YOU DO THIS IT MAY CAUSE TRANSACTION LINESTO DISPLAY TWICE." There are two types of bank feeds:

• Partner (direct) feeds• Yodlee feeds

Where you bank determines which type of feed you can set up.


15.1 Partner Feeds Partner (direct) feeds let you automatically import account transactions into Xero from your bank or other financial institution. Once partner feeds are upand running, you'll no longer need to download and import bank statements to get transactions into Xero. If XERO have a direct partnership with your bank or financial institution, you may be able to apply for a partner (direct) feed. 1. Click on the link https://help.xero.com/us/Payments_PartnerFeeds or manually type in the URL.2. Ensure your banking instituion is listed on the page, if so, Click on the banking link3. Follow the directions that your individual bank require for Direct Feeds If bank not found on list, you may be eligible for Yoddlee Feed


15.2 Yoddlee FeedsYodlee feeds are a type of bank feed, provided by Yodlee. Yodlee feeds let you automatically import account transactions into Xero from your bank orother financial institution.

Set Up Yoddlee Feeds 1. Go to Accounts > Bank Accounts.2. Find the account you want to set up the feed for. Click Get Bank Feeds

3. Enter your online banking login and password details. - Read and agree to the Automatic Bank Feeds Terms & Conditions, then click Next so Yodlee can connect to your online banking site.

Activate the feed and import transactions Once Xero has successfully connected to your online banking site through Yodlee, activate the feed by selecting the account you want feeds from. 1. Go to Accounts > Bank Accounts.2. Find the account you have set up Yodlee feeds for. Click Start Bank Feed Now

3. Select the account you want feeds from. - All accounts you access through online banking using the same login details appear.

4. (Optional) If your online banking site uses multi-factor authentication, you can choose to let others refresh the feed.


15.3 Manually Import Bank Statement

If you can not set up live bank feeds, you can still manually import Bank Statements.

1. Go to Account > Bank Accounts 2. Click on Manage Account > Import Statement

3. Following screen appears

Download Statemet 1. In a new window, go to your bank account website. 2. Download your bank statement (File must be OFX, QIF or CSV) 3. Upload the bank statement to previous Window. 4. Browse for the document, and hit Save.


POST INTEGRATION 1. Notify host to add database to Xero Sync Scheduler 2. Enable Xero checkboxes in System Variables>General Ledger 3. Confirm Users that need to receive ToDo messages are checked as Accounts in Security>User Details 4. Lock accounting periods prior to conversion date in both Xero and GreenHouse

General Information

• DO NOT EVER USE PO facility in XERO!!!• Your TO DO List needs to be monitored everyday – this is where you will find over budget, insurance, OHS and other warnings.• If a new account is added in Xero, it must be added into Greenhouse and then also mapped by Master Franchise.• All Job numbers can only be created in Greenhouse and will then transfer to Xero.• If a new supplier is added in Xero, information will be sent back to Greenhouse

In Xero

• Job Invoices (Only to Subcontractors and Suppliers or Materials and must have Job Number and Cost Center)• Overhead Invoices (Must NOT have Job Number or Cost Center)• Xero for allocating payments from bank feed and doing payroll

In GreenHouse

• Make a Draw• DPP’s• Work In Progress• Purchase Orders• ToDo Messages


ERRORS/FIXES The latest version of the Error screen allows you to open transactions in Xero from the Errors screen in XeroConfig. You need to hold the CTRL key andclick a hyperlink in the Reference column. It will open a new window or a tab in Internet Explorer and open that transaction in Xero.

Please note you need to be logged into the correct Xero organisation (if you manage more than one in Xero). Otherwise it will show this screen –

So, we recommend the following approach – 1) Log into Xero in Internet Explorer2) Click the correct organisation in My Xero3) Go to the Errors screen in XeroConfig and click those references holding the CTRL key – it will open it in that Internet Explorer window

Documents

Integration Manual for Xero - G.J. Gardner...Integration Manual for Xero This manual provides the necessary steps inolved for integrating and sustaining true and factual information