Xero accounts tour
Managing accounts payable/receivable with Webrecs and Xero
- Webrecs Cloud subscription - if you don't have one please go to the The Webrecs Shop for a month free trial.
- Browser (preferably Chrome)
- Browser popups enabled
Welcome to the Xero Accounts tour, where we will show you just how easy it is to drive the accounts payable and receivable part of your Xero subscription directly from Webrecs.
You will discover the efficiency of :
- Single sign-on
- Paperless, single-entry keying
- Automatic linkage of documents to invoices
- Delegation of data-keying responsibility yet retention of control
To take the tour you need a Xero subscription and a login to your own Webrecs system - if you don't have one please go to The Webrecs Shop for a month free trial. It is also highly recommended that you run through the Introductory tour to get an idea of how to manage your customers, suppliers, emails, projects and documents, and how to easily get your invoices / documents into the system using iPad, scanner, email or drag 'n drop. However you can also just run through this tour which will illustrate the main points of our Xero integration, then work back to the other tour to pick up all the missing pieces.
Let's start !
Step 1 - Mail some invoices in
For this tour we will just email a couple of invoices to your Webrecs system. Of course you can also scan, drag and drop or upload - but that is covered in more detail in other tours - here we will use email.
Create an email in your favourite email client and attach a couple of accounts (phone bills, store invoices, internet invoices .etc). In my case, I will attach an internode internet invoice (PDF), scanned fax (TIFF) and a FAQ file on GST (HTML) which are all generated outside of Xero.
Add some hash codes somewhere in the email to get it automatically classified into the appropriate document types, sub-types and date folders. This is "smart technology" that we have invested through mapping technology that allows the system to put your files into where they should belong:
(Note that one of my attachments is a PDF file, one is a TIFF file (scanned image) and one is an html file, (both PDF and TIFF are mailed to me from suppliers). The Webrecs system converts the TIFF file to a PDF file automatically.
Send this email to to the webrecs or admin user in your subscription (both have the same effect ie. denoting the mail as being for the company, not one of its clients)
"webrecs@<subscr name>.hosts.webrecs.com "
"admin@<subscr name>.hosts.webrecs.com "
in my case
(of course your customers can do the same with their email aliases which get set up when you create them - but more about this in other tours)
While we are waiting for the mail to work its way through the pipes, let's configure our Xero single sign-on:
Step 2 - Configure Xero Single Sign-on
Login to your Webrecs subscription using the instructions from your welcome email. Google Chrome is the preferred browser. You should login to your "Share" interface using the url, username and password as in your welcome email. In my case the URL is "https://mt1.hosts.webrecs.com/share" and my username is admin@test4 .
Please follow the instructions in user guide Working with dashboards if you are unsure of anything about configuring your dashboard. Drag the dashlet "Xero " onto your dashboard and ensure that you have a "My Repository Documents" dashlet on there as well. Click on OK and you should have a dashboard something like that below :
Please follow the instruction in Configuring the Xero dashlet to login to your Xero dashlet and enable it for use.
By now you should have your emailed invoices in your Webrecs Document Dashlet, (click on the "My Dashboard" icon to refresh ) and you can upload your invoices to Xero. Make sure that the settings of the dashlet (click on the pencil icon) has "All" for "Filter by document type", so that it shows all unprocessed documents that have been mailed into your Mailroom through you email subscription.
Step 3. Key your invoice values
Webrecs has gone to great lengths to make the keying of data very easy. Hover over the Webrecs Document Dashlet and click on the "Maximise" icon in the top right hand corner of the dashlet . This will bring up a full page view of all unprocessed documents awaiting processing. We are only interested in the invoices in this case, the mails which were used as the vehicle to transmit the invoices are uninteresting to us so we can delete these if we like. Select all the invoices to be processed by clicking on the check-boxes on the left of each document , and select the dropdown "Selected Items" and "Edit Multiple doc properties"
You will now be presented with the Webrecs keying windows which are designed to take up your full screen, the data-entry window on the left and the image on the right. Either window can be moved to a new location or a separate monitor in a dual monitor setup, and it will retain its position / size. There are a number of things to note in the data-entry screen :
- The Account code, Customer code and Tracking code fields are dropdowns corresponding to your exact chart of accounts, tracking codes and contact list from your Xero subscription
- The only mandatory fields you need to enter are Account code and Customer code. Everything else is defaulted according to the rules described in the Xero plugin guide
- Pressing "Save and next" saves your values and advances to the next invoice.
- Pressing "Close" closes both data-entry and image windows
- Clicking on links "Previous document" and "Next document" at the top of the window nvaigate forwards and backwards through your selected documents without saving data-entry changes
For each of your selected documents, enter the Invoice amount, the Account code, the Account type , the Tracking code (if you use them) and the Customer code and press "Save and next". Everything else used by Xero will be defaulted (you can of course enter as much or little into other fields as you require including Description, Invoice due date, Invoice Tax and Invoice Reference ). When you get to the last invoice (ie. "Save and next" no longer advances to the next document) simply press "Close".
The data-keying and viewing windows are closed and you are back to the Webrecs document list - note that the documents you have just keyed are still selected. Now we can upload them into Xero.
Step 4 - Upload to Xero
Well this is the easy bit because there is actually not much to do since we are already signed in to Xero. Simply click on the "Selected Items" dropdown and choose "Upload to Xero".
This will throw up a confirmation dialog with all the documents you are uploading to Xero.
If you get a connection error you can try to reconnect with the "Reconnect" button. If you wish to change your Organisation, go back to your dashboard and in the Xero dashlet click "Change Organisation".
In our case we simply click on "Upload documents". If there are no errors in your keying and both Webrecs and Xero are happy , you will be presented with a success dialog, or if there are issues with some of the documents, you will be presented with a partially successful dialog indicating where the errors are and with explanatory text as to what is wrong for you to correct.
That's it. Now let's see what has happened in Xero.
Step 5 - Process in Xero
Login to your Xero subscription in a separate window. Navigate to "Accounts => Purchases => Bills => Awaiting Approval" to approve the bills of the accounts payable you uploaded (or "Accounts => Sales => Invoices => Awaiting Approval" to approve the account receivables if some of the accounts you have added are of this type).
Wow ! So we have added an accounts payable invoice into our Xero subscription where :
- The Account code is exactly what was keyed into the Webrecs Account code field
- The Customer code is exactly what was keyed into the Webrecs Customer code field
- The Invoice total is made up of what was keyed into the Invoice amount field
- The Description is what was keyed into the Description field (default is file name)
- The GST is calculated according the the settings for that account (can be overridden)
- The tracking code is set according to the Tracking code field
AND best of all , we can view the document which was responsible for this invoice by clicking on the "Go to webrecs-java" link just below the "Edit Bill" title . You will need to log in the first time, thereafter subsequent documents piggy-back on the existing login. Your login is the same user name and password for your Webrecs subscription.
That concludes the quick tour which illustrates the ease with which accounts payable and receivable documents can be linked to, and create entries into, the Xero accounting system. With this quick tour we have not gone into some of the advanced features present in this integration such as :
- Multiline invoices
- Splitting an invoice into a GST and a non-GST component
- Overriding default GST settings
- Multiple invoices from a single document
Neither have we tackled the other areas where Webrecs can provide real efficiencies to your business processing - but if you have enjoyed this tour please check out our Introductory tour which provides a great background to how Webrecs can work for all aspects of your business.