1) What is the Xero integration and why is this important
2) Connecting Easy Employer to your Xero account
3) Perform an application sync
i) What information is synchronised between Xero and Easy Employer
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 and why is this important?
The Xero integration connects the Easy Employer 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 Easy Employer 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 Easy Employer to your Xero account
Xero account linking is done by linking a payroll entity in Easy Employer with a Xero account.
Steps (click here to expand)
- Select Organisation from the top navigation bar.
- Select Organisation structure.
- Open the Payroll Entity to be linked to Xero.
- Select Settings from the side bar.
- Edit the payroll application and choose ‘Xero’.
- Enable the ‘Show entitlements’ option if your account has access to this.
- Click Connect at the bottom of the page to begin the connection process. If the system shows that it is connected, disconnect it first.
- You will be redirected to Xero. Login to your Xero account if you haven’t already.
- Xero will ask which organisation should be linked. If multiple organisations exist in Xero, select the desired organisation. If there is only one organisation in the Xero account, select it and continue to the next step.
- Once a selection has been made, click the "Allow access" button. This will redirect back to the "Settings" tab in the payroll entity.
- Click select organisation on the right side of the screen.
- Select an organisation to connect to using the drop-down bar.
NOTE: Multiple organisations can be selected if Xero is disconnected and reconnected using a different organisation. But only one organisation can be linked to a payroll entity at any time. Even though it is possible to have multiple organisations available for selection, it will not be necessary for most organisations.
- Click Save.
- In order to sync Xero with Easy Employer, a 'pay calendar' must be defined within Xero that matches the timesheet on Easy Employer. If a matching calendar is not defined, the system will warn and ask you to create one or will create itself.
- This calendar can be defined by clicking the 'my organisation' drop-down and clicking 'settings'.
- Then click 'payroll settings'.
- From here open the 'Calendars' tab and click the 'Add' button.
- If setup successfully the "Next Pay Period" value in Xero will match the timesheet date range in Easy Employer.
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 Easy Employer
The information that is synchronised is as follows:
- Super funds are fetched into Easy Employer.
- 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 Easy Employer that don’t exist in Xero).
- Tracking categories in Xero are linked to cost centres in Easy Employer by their names (if names don’t match categories are created in Easy Employer). 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 Easy Employer.
ii) Performing an application sync
- Select Organisation from the top navigation bar.
- Select Import / Export.
- Select Sync Applications.
- Select the Source Application as Xero, and choose the payroll entity. Click Sync.
- Wait for the processing screen to disappear. Once finished, the synchronisation is complete.
- If there are any invalid configurations in either Easy Employer 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 Easy Employer is not set. This code does not need to link to any existing codes in Xero.
This can be set in Easy Employer 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.
Position export code in Easy Employer not set. This code does not need to link to any existing codes in Xero.
This can be set in Easy Employer 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.
5. Set the export code.
Employee base hourly rate not defined in Xero or there is a mismatch with Easy Employer.
The dialog gives you the option to update the rate in Xero. There is no way to automatically update the rate in Easy Employer.
Payroll category rate not defined in Xero or there is a mismatch with Easy Employer.
The dialog gives you the option to update the rate in Xero. There is no way to automatically update the rate in Easy Employer.
Tracking category exists in Easy Employer but not in Xero.
In this case the tracking category must be manually entered into Xero with the same name.