How to Use the Xero Accounting Link

To view and search for Simpro Premium transactions to be exported to Xero, go to Utilities > Xero > Transfer. Your transactions are then organised according to their transaction type.

To collapse the transaction type tables and view only the headings, the number of transactions per type, and the footer options, click Collapse All. To view all transactions within each transaction type table, click Expand All.

You can also filter your transactions by selecting from the following Search Types, then clicking Search:

Transaction Name / Number	Filter transactions by the Transaction Name / Number and the Transaction Type. You can enter an invoice or payment number, or customer, supplier, or contractor name in the Transaction Name / Number field.
Date Range	Filter transactions according to the Date Range in which they were created, as well as the Transaction Type.
All Customers, Suppliers, and Contractors	View only customers, suppliers and contractors to be exported to Xero.

If a transaction has not yet been exported to Xero, it has a red N in the Exported column.

If it has successfully posted to Xero, it has a green Y in the column, and only appears if you search them using the filter options.

To learn what data is exported from Simpro Premium to Xero so you can prepare it, see What Data is Exported to Xero?

You can enter payments into Xero and transfer them into Simpro Premium, or apply payments in Simpro Premium and transfer them to Xero. It is recommended that you consistently use only one method to avoid confusion.

To learn what information is exported when you transfer payments from Simpro Premium to Xero, see What Data is Exported to Xero? To learn how to set up transferring payments between Xero and Simpro Premium, see Adjust Xero export options.

Any payments that pay multiple invoices are transferred into Xero as individual payments against the relevant invoices. For this reason it is recommended that you enter payments into Xero for transfer into Simpro Premium.

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 are not able to 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’.

Note that the Xero accounting link does not support importing credits.

New transactions that you create in Simpro Premium appear in the accounting link if they are able to be transferred to Xero.

To transfer data to Xero:

1. Go to Utilities > Xero.
   • If you are not connected to your Xero account, click Connect to Xero and log in / click Authorise. You are brought back to Simpro Premium and the Transfer tab appears.
2. In the Transfer tab, select the transactions that you would like to send to Xero.
   • To send all, select the Select All check box at the bottom of the page.
3. Click Send Selected.

The data then transfers in the background, so you can exit the page and continue with other work in Simpro Premium. To return to the tab, go to Utilities > Xero.

If another user is detected to be using and transferring data in the same session, the error “We have detected another user has transferred data to the accounting package since these transactions were loaded. To prevent duplication we have cancelled the request” appears.

When the transfer is complete, the Connection tab lists the status of each transaction as Successful or Failed.

If an item has failed to transfer:

• An error message appears explaining why the item failed to transfer.
• The item is not marked as exported.
• The item remains available to export from the Transfer tab until the error has been fixed and it has transferred successfully.

You cannot export transactions through the accounting link when using Incognito mode in Google Chrome.

If you receive the following error “Resource not found :: Please contact Simpro Support.” confirm that the transaction has not gone across to Xero before transferring again.

To send Timesheets to Xero:

1. Go to Utilities > Xero.
2. In the Transfer tab, click Timesheets.
   • By default, only the most recent complete timesheet period for each employee, that has not been sent, is displayed.
3. Filter by Employee Name to view timesheets.
   • You cannot resend timesheets that are already sent to Xero.
4. In the Timesheet column, click the link icon to navigate directly to the employee's timesheet and confirm if the hours are applied correctly and the timesheet is locked.
5. Select the required employees and click Mark as exported to remove the corresponding timesheets from the list without sending them.
   • Once you mark a timesheet as exported it cannot be sent.
6. Click Process Selected to send the required timesheets to Xero.
   • Timesheets from Simpro Premium are sent as drafts and must be approved in Xero.

This creates a timesheet in Xero, with the number of hours per day in a payroll period against each Earnings Rate, that the schedule rates are mapped against. Note that the labour cost in Simpro Premium is not posted across in Xero, only hours against each schedule rate are sent.