Xero - synchronisation

This guide contains the following information:

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 cost centres must be manually assigned to roles in easyemployer as per this guide.
  • The payroll calendar is created / updated in Xero based on the timesheet settings in easyemployer.

Accessing the sync action

The synchronisation action can be accessed from one of two locations:

1. Select Organisation from the top navigation bar

2. Select import / export

3. Sync applications

This is typically done on initial configuration and on an as needed basis.

The sync process

The process for executing the sync is as follows:

  • Click on the sync button from either locations as above. If accessing from the ‘import / export’ page you will need to choose the payroll entity to complete the sync on.
  • Wait while the system then attempts to synchronise all information between both systems.

2014-11-20_14h36_17.png

  • If all information was updated successfully, a success message will be displayed.
  • If there is inconsistent information between easyemployer and Xero that cannot be automatically updated, warnings will be thrown up in a dialog that you must action before proceeding. The situations where warnings are thrown and manual action is required are below.
  • For each situation you will need to rectify the situation manually in either easyemployer or Xero, and then try the synchronisation again until all issues have been resolved.

Situations requiring manual intervention on sync

The following situations are highlighted with warnings on the ‘sync dialog’ and require manual corrections:

1. 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:
    I. Select Organisation from the top navigation bar

    II. Select awards

    III. Select the award

    IV. Edit the e
    xport code under Award information
    2014-11-20_15h01_09.png

2. 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:
    I. Select Organisation from the top navigation bar

    II. Select awards

    III. Select the award

    IV. Select the Position
    2014-11-20_14h56_42.png

    V.
    Set the export code
    2014-11-20_14h52_49.png

3. 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 yet.

4. 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 yet.

5. 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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