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Last Updated: July 08 2020
For each transaction below, you can verify what data is transferred between simPRO and Xero. To learn how to set up which transactions export to Xero, see Adjust Xero export options.
For security reasons, the connection between simPRO and Xero uses what is known as three-legged OAuth authentication. This means that while the access token that allows you to use simPRO and Xero expires every 30 minutes, a refresh token enabled by the Xero partner API re-authenticates it to last up to ten years as long as the Xero connection is still active.
If for any reason the authentication becomes invalid, you need to reconnect.
US only: If you use simPRO in the United States, the term 'vendor' is used instead of 'supplier'.
If you have integrated your new simPRO build with your Xero accounting package and all of your contacts are set up in Xero, you can use the accounting link to perform an initial import of your Xero customers and suppliers into simPRO. Learn more in How to Set Up the Xero Accounting Link.
After you have performed an initial import, you need to create / edit all customer, supplier, and contractor card files in simPRO. Contacts created in Xero after completing an initial import will not transfer to simPRO.
Learn more in How to Import Xero Data into simPRO.
Contacts in Xero are defined according to the transactions against the contact card. Therefore a contact is only recognised as a customer or supplier / contractor when you transfer or create the appropriate transaction against it.
When creating or updating your customer, supplier, and contractor card files in simPRO, it is important to remember the following information when exporting this information to Xero:
- The Xero accounting link matches simPRO card files and Xero contacts by name. This matching is case-sensitive.
- If you need to change the name of a customer, supplier, or contractor , update it in both simPRO and Xero before running the accounting link to prevent errors in transferring data, as changing the name in only one software prevents the card file from matching.
- If a customer and supplier / contractor have the same name in simPRO, they export to a single contact in Xero, which is recognised as both a customer and supplier / contractor once the relevant transactions have been posted against it.
simPRO customer, supplier, and contractor card file information corresponds to the following fields in Xero.
|Street Address||This appears as the Physical Address in Xero.|
|Postal Address||This appears as the Postal Address in Xero.|
|Primary Phone / Company Phone / Work Phone||This appears as the Telephone number in Xero.|
|Mobile||This appears as the Mobile number in Xero.|
|Company Fax / Fax||This appears as the Fax in Xero.|
|This appears as the Email address in Xero.|
|AU only: ABN||This appears as the ABN in Xero.|
|Currency||This appears as the Default Currency in Xero if applicable.|
|Account No.||Customer cards only. This appears as the Bank Account No. in Xero.|
When supplier invoices are posted through the accounting link, each line item has a quantity of one, regardless of the quantity in simPRO. The pricing does not change.
You can export customer, supplier, and contractor invoices and credits from simPRO to Xero through the accounting link.
Customer invoice and supplier credits are also known as credit notes in Xero, while supplier invoices and contractor invoices are known as bills and contractor bills, respectively.
The following information is sent to Xero:
- A URL that links back to the simPRO invoice
- The status as defined by your accounting link settings in simPRO. Learn more in Adjust Xero settings.
- The invoice number
- The Date Issued
- The Due Date
- The Reference Number. Job numbers are prefixed with 'J', while order numbers are prefixed with 'O' if applicable.
- The currency code if applicable
- Each cost centre is a line on the invoice that includes:
- Quantity. This is always one to prevent rounding issues.
- Unit Amount. This is always the tax inclusive amount from simPRO.
- The Account Code from the cost centre.
- Tracking option (if selected).
Invoices are always transferred with amounts inclusive of tax. Xero determines the tax type based on your simPRO settings. Learn more in Map tax codes.
To learn how to set up transferring payments both ways between simPRO and Xero, see Adjust Xero export options. To learn how to export payments to Xero or import them to simPRO, see Transfer payments.
If the payment has a finance charge attached to it when you transfer the payment:
- An invoice is created and the Invoice Number contains the letters 'FC' followed by the payment number with the ‘CR’ prefix removed. For example, the invoice number may appear as ‘FC23’. The Date Issued is the date from the payment.
- The invoice posts to the Finance Charge Account specified in your How to Set Up Financial Defaults in simPRO.
- The category option Finance Fee (or the alternate label that you have specified in Financial Defaults) is added to the tracking category if it exists in Xero.
If a payment exceeds the invoice amount in simPRO, it does not export to Xero, as Xero cannot process overpayments.
If the payment fails to export, the accounting link cannot remove the finance charge invoice from Xero. You need to manually void the finance charge invoice in Xero or you cannot re-post the payment. You need to first modify the invoice and change the invoice number. For example, if the current invoice number is ‘FC123’ then change it to ‘FC123-void’.
For accounts receivable invoices with CIS, simPRO creates a payment for the invoice itself. This is transferred to Xero as a normal payment to the invoice.
Inventory journals generated by simPRO are transferred into Xero as Manual Journals. Learn more in What is Inventory Tracking?.
When you delete a supplier credit against a supplier credit, the inventory journal related to that supplier credit needs to be deleted manually.
The Inventory account in Xero is used only for Tracked Inventory, and is unrelated to inventory tracking in simPRO.
Category tracking and business group tracking both need to be enabled in simPRO before you use them with Xero. You also need to have your tracking categories in Xero set up to match the names of your accounting categories and business groups in simPRO. Learn more in How to Use Accounting Categories and How to Use Business Groups.
When a transaction is sent across with an accounting category or business group name, it is matched to the Xero tracking option with the same name. If there are multiple options with the same name, it matches with the last option. This sets the value of the tracking category column on the transaction.