Xero Integration Details

Summary

We have a document export hub which can handle exporting out customers, invoices and payments. This produces CSV files and adheres to Xero template formats for importing.

You will need the Document Export module in order to export transactions from Platinum. Please Contact your Platinum dealer or our sales team on 0116 230 1500 or by using our website sales contact page for more information.

The Document Export

Configuration

Go to " " Reports & Settings Maintenance Options System Administrator Module Settings" Document Exports Data Export Settings"

• Select the [Xero] tab.
• At "Enabled" select 'Yes'.

Once this option has been enabled, each time you use the export option those transactions are flagged as having been exported. This ensures only new transactions are included in subsequent export files thus avoiding duplicating data.

• You have three settings to specify the reports which are to be used in each case.
  • The "Customer Report" is required to output the customers for whom transactions have been identified. The standard report code is '~XC'.
  • The "Transaction report" is mandatory, and is used to output the transactions i.e. invoices and credits. The standard report code is '~XT' to output a single line per item on the document.
  • The "Payment report" is optional, and required only if you want to export payments from Platinum to Xero. Most customers should deal with payments entirely within Xero, but the option is here if required. The standard report code is '~XP'

The standard reports may be replaced by customised reports to meet the requirements of the customer. Please Contact your Platinum dealer or our support team on 0116 230 1500 or by using our website support contact page for advice as a customised report may be chargeable

.

To put the Document Export - Hub option on a custom menu, the program to specify is 'SXPDX99'.

Customer Settings

If have already created a customer within Xero, you should create the Platinum account to match the same name. Xero does not utilise account codes and matches on the Name field within Platinum.

If the name does not match, then Xero will create a new customer record with that name.

Linking Sales Centres to Xero Nominal Codes

• If you use report '~XT' you should ensure your Sales Centres in Platinum link to Nominal Codes that reflect the Nominal Codes you are using in Xero.

Exporting Data to Xero

Go to " Reports & Settings Maintenance Options Document Export - Hub".

• The drop down menu will default to current transactions, i.e. transactions created since the last export file was created - up to yesterday's date.
• Click [Preview].

The transactions for the period are listed on screen. Check the data shown as these details will be loaded into Xero.

• • If you need to make changes to the data shown, e.g. to amend the customer reference field, click [Cancel]. Make your changes and repeat the steps above.

• If the report is satisfactory, click [Confirm].
• Click [Yes] to confirm you wish to proceed. This will not automatically import the data into Xero.

The transactions will be logged as having been exported to prevent them being included in the next export.

• Typically two files are created: 'sxdxxeroc.CSV' - containing customers and 'sxdxxerot.CSV' - containing transactions. The relevant files will be created within the '<Platinum Installation Drive>\SX\SXCO *Company Data Folder* \EXPORT' folder.
• You may now proceed into Xero to import the Customer and Transaction files.

WARNING - It is VITAL that the 'sxdxxerot.csv' file is only imported ONCE. If the import is run with the same file more than once, the transactions can be duplicated. This can be avoided by deleting or archiving the previously imported file.

Import Customer Details

Log in to Xero.

• Click the [Contacts] at the very top.
• Choose 'Customers'.
• Click the [Three dots in a vertical line]
• Choose 'Import'.
• Make sure no other copies of Xero are open. Choose whether you need to backup your Xero data.
• Ensure '.csv' is checked.
• Browse for your file in the '<Platinum Installation Drive>\SX\SXCO *Company Data Folder* \EXPORT' folder.
  • Double click 'sxdxxeroc.CSV'.
• Click 'Import'.
• Check the summary information then click 'Import' or 'Finish'.
• Click 'Complete Import'.

This will import all the customer accounts information into Xero. If there are any errors, these will be reported in the information pane.

Import Transaction File

• Click 'Business'.
• Click 'Invoices'.
• Click the [Import].
• Ensure '.csv' is checked.
• Browse for your file in the '<Platinum Installation Drive>\SX\SXCO *Company Data Folder* \EXPORT' folder.
• Double click 'sxdxxerot.CSV'.
• Click 'Import'.
• Click 'Complete Import'.

This will import all the invoices and credits into Xero.

Viewing Previously Exported Files

Go to " Reports & Settings Maintenance Options Document Export - Hub".

• To view a previously exported file select the period from the dropdown menu.
• Click [Preview].
• To avoid creating a new file click [Cancel].
  • If you are viewing this file in order to import it into Xero click [Confirm].
  • The files created will be called 'sxdxxeroc.CSV' and 'sxdxxerot' plus the date and time the original file was created e.g. 'sxdxxerot-20220915-1354'.

Please use caution when viewing a previous file. If you choose to create a new csv file from the data be aware that Xero will allow you to import the same transactions more than once.