Xero - integration

This guide contains the following topics:

  • Integration diagram
  • Our advanced Xero integration
  • How the Xero integration works
  • New user(s) process
  • Updating user details
  • Updating leave entitlement balances
  • New pay items
  • User information and settings that needs to be maintained in easyemployer (not integrated with Xero)
  • Xero error handling

Integration diagram

PDF located here

The integration diagram has different tabs for Overview, User details sync and Payroll export.

 

Our advanced Xero integration

  • Employee base rates detected and updated in Xero via the API so you don't have to manually keep each employees rate up to date (as easyemployer has rate table functionality)
  • Pay item multipliers or hourly rates are updated as required in Xero via the API
  • Pay items are created if they are missing in Xero via the API
  • Employee 'Ordinary Hours' or default code standard pay is forced to 0
  • New employee profiles are detected and created in Xero via the API
  • When the timesheet entries are imported via the API into Xero they are broken down by day and tracking categories if this functionality is being used
  • Pay run gross total is compared to easyemployer and differences are shown for easy checking 

 

How the Xero integration works

Both easyemployer and Xero act as "master databases" for certain information. The connection is done through the internet (API).

Xero

  • Is the master database for bank details, super funds and tax file numbers once the user is created and linked via the API
  • Is the master database for entitlement accruals and balances (except for Time in Lieu and Roster Day Off)
  • When a new user starts, you can add them into Xero and import them into easyemployer. Or add to easyemployer and sync to Xero. See recommend process below “New user(s)”.

easyemployer

  • Is the master database for user’s pay rates (this is why it is very important the rates in easyemployer are correct)
  • When exporting a pay run, if a difference in rates exists the system will flag this and prompt users to update Xero via the integration (not manually). This greatly helps the process when there is a yearly increase
  • If a user’s rate needs updating, update easyemployer by following the guide here
  • If award rates need updating, update easyemployer by following the guide here
  • easyemployer will create new pay items in Xero as required (e.g. for a pay item level you have not used before)

 

New user(s)

When a new employee starts, there are two processes:

easyemployer into Xero

  1. Capture the employee details using your standard process (e.g. new employee form)
  2. Add them into easyemployer and:
    • update their details located in the details tab in their profile page
    • assign to roles
    • assign to pay conditions
      grant online access
    • Perform a sync to add them to Xero (guide located here)
    • Complete their profile in Xero (e.g. tax scales, deductions, salary sacrificing)

Xero into easyemployer (recommended process)

  1. Capture the employee details using your standard process (e.g. new employee form)
  2. Add them into Xero
  3. Perform an import to add them into easyemployer (guide located here)
  4. Update their profile in easyemployer
    • update their details/settings located in the details tab in their profile page (e.g. emergency contact, communication preferences)
    • assign to roles
    • assign to pay conditions
    • grant online access

 

Updating user details

Once an employee has been synced to Xero, some of their personal details (located in the details page in easyemployer) are locked from editing. This is because Xero is the master database for employee details; bank details, super details. 

The recommended process for updating details is:

  1. Update the employee details in Xero
  2. Import the employees into easyemployer (guide located here

 

Updating leave entitlement balances

Xero is the master database for all leave entitlement balances.  These balances should be updated in easyemployer regularly and it is recommended to do this after each pay run:

Xero leave entitlement import guide here

 

Inactive cards

  • Employee cards in Xero should not be made inactive or terminated until the employee no longer exists within a pay period in easyemployer.


New pay items

  • When new pay items are created in Xero, easyemployer will notify you of this through the payroll report when exporting.
  • If these pay items need things like super, PAYG or entitlement accrual set or not set on them these need to be checked and updated as required in Xero. 


User information and settings that needs to be maintained in easyemployer (not integrated with Xero)

  • User known as name
  • Pin code (set by the user when online sign up completed)
  • Location (GPS coordinates on map)
  • City
  • Communication preferences
  • Comments
  • Emergency contact details
  • Status; active, inactive or terminated
  • Termination date (when terminated)
  • Online access
  • Probation dates
  • Roles
  • Permissions
  • Notes and roster notes
  • Pay conditions
  • Abilities
  • Availability
  • Leave requests
  • Rules

 

Xero error handling

If errors are received during the pay run or sync process, the Xero error handling guide should be consulted before escalating to support. 

Xero - error handling and pay run processing troubleshooting

 

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