Important: Xero Connector (API) is an optional paid add-on.
For further information, please contact [email protected]
This article will guide you on how to connect Zedonk to Xero and how to perform your first sync.
Connect to Xero
Log in to Xero
Enter your Xero username/email address and password, then click [Log in]
Click [Allow access]
Tip: Due to security measures with Xero's API, you will need to log in after every sync you perform on the connector.
Click [Test Connection] to test the connection between Zedonk and Xero
The 'Test Connection Results' will show whether the test was successful:
If you have used Xero before your first sync from Zedonk
Important: It is very important to note that Customer Names in Zedonk and Xero must match identically.
As well as Account Codes in Zedonk, and Customer Codes in Xero must match identically.
- Manually cross-reference Customer Names and Account Codes in Zedonk with their corresponding Account Codes in Xero to ensure a match.
- Enable the 'Check Existing Customers' task only for the first sync, then click [Synchronise]
This will have created a link between the matching records.
Now, any new Customers in Zedonk that do not exist in Xero can be exported.
Action the 'Export Customers' task only, then click [Synchronise]
Any customers in Zedonk with names/account codes that don't exist in Xero will be created as new Customer records in Xero.
- Run a manual check of Customer Names and Account Codes (Zedonk) with Account Codes (Xero) to match
- Action a Check Existing Customers task only for the first sync:
If you have not used Xero before your first sync from Zedonk
Important: It is very important to note that Customer Names in Zedonk and Xero must match identically.
As well as Account Codes in Zedonk, and Customer Codes in Xero must match identically.
Your first sync should include both the 'Export Customers' and 'Check Existing Customers' tasks.
Please action as indicated below:
Xero Connector: Reviewing and Resolving Customer Export Errors
Tip: If you synchronise invoices for the first time ever, you may notice the following error:
- (Message) Processing Invoices (with Generic products)...
- (Error) The given key was not present in the dictionary.
Ignore the error message, click [Connect to Xero] then click [Synchronise] again and you should no longer see the error.
After an export, you can review any errors in the Export Results area. If a customer's record is not created in Xero, it is often due to an incorrect email address format. Read through the Export Results to find any exceptions, then modify the customer's details in Zedonk before running another sync. If you are unsure about any error, you can copy the full export results and send them to our helpdesk.
For customer records newly exported from Zedonk, Xero will automatically apply a unique prefix to existing or blank account codes to avoid duplicates. For example, a code might appear as Z_000000_XXXXXX. To ensure your systems match, you must copy this new, unique code from Xero back into the customer's account code field in Zedonk. This is a crucial step to ensure future invoices and credit notes can export correctly.
Now you see how it works, you can export your documents dat as required.
- Export Customers and Check Existing Customers - Select this option to export, create, and/or check Zedonk customer records against Xero. It's essential that the customer already exists in Xero to receive documents, and the customer name in Zedonk is the controlling one for the sync.
- Export Invoices, First Invoice and Last Invoice - Tick these options to create invoices in Xero. You can filter by a specific range of numbers that should match your invoice document numbers from Zedonk. Alternatively, you can enter a range such as 00000 - 99990 to export based on the modified date only. Note: The number of '9's must match the number of digits in your documents (e.g., if your invoice is 2019001, you would enter 9999999).
- Export Credit Notes, First Credit Note and Last Credit Note - Tick these options to create Credit Notes in Xero. You can filter by a specific range of numbers that should match your credit note document numbers from Zedonk. Alternatively, you can enter a range such as 00000 - 99990 to export based on the modified date only. Note: The number of '9's must match the number of digits in your documents (e.g., if your invoice is 2019001, you would enter 9999999).
- Unlocked Documents and Locked Documents - Choose to export either unlocked or locked documents, or both. You can lock documents in Zedonk to prevent users from making further amendments.
- Modified On Or After - Add a date filter to export only documents that were created or modified on or after a specific date. This is a useful tool for aligning with sales tax submission dates or end-of-year submissions, as it can match the lock dates in your Xero account.
- Save - To avoid repeating your selections and to ensure the last date you chose is visible, be sure to save your export settings.
Click [Synchronise]
Example
In this example, Export Settings are set to sync locked and unlocked invoices, created or modified after the 1st of October 2016.
Review the results, which will show successful entries.
If you encounter any error messages, read this article.
Inactive records will not be exported:
In Xero, you now have an invoice
- Item Code - Generic Product Name you entered in the Xero Connector Configuration Settings
- Description - Summary of the number of products on the invoice/credit note
- Account - Nominal Account Name you entered in the Xero Connector Configuration Settings
- Tax Rate - confirms the tax rate according to the invoice
- Tracking Option 1 - Tracking Option 1 is defined in the Xero Connector Configuration Settings
- Tracking Option 2 - Tracking Option 2 is defined in the Xero Connector Configuration Settings
- PDF - PDF of invoice/credit note uploaded from Zedonk
- Due date - This field will populate if you have entered a 'payment due date' on the invoice in Zedonk