Xero | Initial Integration Setup + Application Sync

1) What is the Xero integration & why is this important
2) Connecting easyemployer to your Xero account
3) Perform an application sync
   i) What information is synchronised between Xero and easyemployer
   ii) Performing an application sync
   iii) Situations requiring manual intervention on sync

 


🔍 RELATED ARTICLES

Xero | Integration Information
Xero | Managing Users
Xero | Managing Entitlement Types + Entitlement Balances
Xero | Tracking Categories
Xero | Error Handling + Pay Run Troubleshooting


 

1) What is the Xero integration & why is this important?

The Xero integration connects the easyemployer product to your Xero accounting software, to allow for an API based experience. It's imperative all steps are followed in the correct order to correctly setup your Xero integration.


NOTE: Integrating easyemployer with your Xero account is a 3 step process:

STEP 1 | Connecting your accounts.
STEP 2 | Performing an application sync.
STEP 3 | Performing other 'manual sync' actions (as required, see 'related articles' for further information).


 

2) Connecting easyemployer to your Xero account.

Xero account linking is done by linking a payroll entity in easyemployer with a Xero account.

1. Select 'Organisation' from the top navigation bar.

2. Select Organisation Structure.

3. Open the payroll entity to be linked to Xero.

4. Select Settings from the left navigation bar

 5. Edit the payroll application and choose ‘Xero’.

6. Enable the ‘Show entitlements’ option if your account has access to this.

7. Click 'Connect' at the bottom of the page to begin the connection process.

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8. You will be redirected to Xero. Login to your Xero account if you haven’t already.

9. Click 'Allow access' to grant access easyemployer to access your Xero account. This will make the connection and take you back to easyemployer.

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10.  In order to sync Xero with easyemployer, a 'pay calendar' must be defined within Xero that matches the timesheet on easyemployer. If a matching calendar is not defined, the system will warn and ask to you to create one or will create itself.

11. This calendar can be defined by clicking the 'my organisation' drop-down and clicking 'settings'.

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12. Then click 'payroll settings'. 

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13. From here open the 'Calendars' tab and click the 'Add' button.

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14. If setup successfully the "Next Pay Period" value in Xero will match the timesheet date range in easyemployer.

 

3) Perform an application sync.


NOTE: The 'application sync' is not an exhaustive sync of the two applications. The 'application sync' is best suited for initial/periodic sync between the two products. An 'application sync' will export relevant information to Xero as well as check information is correctly mapped between both applications.

See the "related articles section" for information on managing user and entitlement related data.


 

i) What information is synchronised between Xero and easyemployer.

The information that is synchronised is as follows:

  • Super funds are fetched into easyemployer.
  • Employees are created / updated in Xero.
  • Employee hourly rates are checked between systems.
  • Payroll category rates are checked between systems.
  • New earnings rates are created in Xero if they are currently missing (ie payroll categories in easyemployer that don’t exist in Xero).
  • Tracking categories in Xero are linked to cost centres in easyemployer by their names (if names don’t match categories are created in easyemployer). Note that tracking categories can be setup by following the guide "Xero Tracking Categories" in the "related articles section".
  • The payroll calendar is created / updated in Xero based on the timesheet settings in easyemployer.

 

ii) Performing an application sync.

1. Select Organisation from the top navigation bar.

2. Select 'import / export'.

3. Select 'Sync Applications'.

4. Select the Source Application as Xero, and choose the payroll entity. Click 'Sync'.

5. Wait for the processing screen to disappear. Once finished, the synchronisation is complete.

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6. If there are any invalid configurations in either easyemployer or Xero then information will be displayed to you in a dialog to action. After these have been actioned try the application sync again.

 

iii) Situations requiring manual intervention on sync.

Award export code in easyemployer is not set. This code does not need to link to any existing codes in Xero.

This can be set in easyemployer by:

1. Select 'Organisation' from the top navigation bar.

2. Select 'awards'.

3. Select the award which the code relates to.

4. Edit the export code under Award information.

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Position export code in easyemployer not set. This code does not need to link to any existing codes in Xero.

This can be set in easyemployer by:

1. Select 'Organisation' from the top navigation bar.

2. Select 'awards'.

3. Select the award which the position relates to.

4. Select the position.

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5. Set the export code.

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Employee base hourly rate not defined in Xero or there is a mismatch with easyemployer.

The dialog gives you the option to update the rate in Xero. There is no way to automatically update the rate in easyemployer. 


Payroll category rate not defined in Xero or there is a mismatch with easyemployer.

The dialog gives you the option to update the rate in Xero. There is no way to automatically update the rate in easyemployer. 


Tracking category exists in easyemployer but not in Xero.

In this case the tracking category must be manually entered into Xero with the same name. 


 

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