With OneSaas, you're able to setup your complete integration between BigCommerce and Xero within minutes using our simple setup process. Below is a step by step walk through, highlighting some useful key points throughout the process:
Begin here by connecting your apps to OneSaas. If you haven't already connected your apps, you can follow our guides to connect BigCommerce and Xero. Select Manage to move forward.
The configuration process described below is for a standard integration between BigCommerce and Xero. If you are also connecting a third app, then you'll have to configure this as you go through the setup process.
1. You will now be presented with three workflows, which are all optional. In this walk through, these three workflows will be selected to demonstrate the full capabilities of the setup process.
- Sales from BigCommerce to be sent into your Xero
- Products from BigCommerce to be sent into your Xero
- If you have inventory turned on in your Xero, OneSaas can read this information and update BigCommerce.
2. Start the configuration process by selecting the first workflow - to sync BigCommerce orders into Xero, as shown below:
Once you've selected the first option to create orders in your Xero you'll be asked to:
- Select the BigCommerce order statuses from which the app will retrieve sales from to sync into your Accounting system.
(e.g. Depending on the nature of your business, you may want to also sync sales in the Pending or Partially Paid statuses)
3. Click on Default Product and Advanced Options
A) Order Number Prefix - The prefix you input here is added to all orders retrieved from your BigCommerce account. For example: If you have order '1234' in BigCommerce and you add the prefix 'BC-' in the configuration, your order will be retrieved into OneSaas with the order number 'BC-1234' and sent to Xero accordingly.
B) Use Shipping Item - You may be charging your customers extra shipping charges on your sales. If this occurs, the integration can allow you to specify a dedicated "Item" to assign these shipping charges. This will allow you to easily track any revenue generated from shipping charges. You can read more about how this works here.
C) Discount Product - Similar to the Shipping item option above, you can specify a dedicated discount 'Item' so you can track your discounts on sales.
D) Gift Card Product - Similar to the Shipping and Discount item options above, you can specify a dedicated gift card 'Item' so you can track your gift card on sales.
E) Unpaid and Paid orders - The next two options allows you to select how you want your BigCommerce unpaid and paid orders to be sent to Xero. Please select the appropriate options for your business.
F) Automatic Invoice Number - By selecting this option OneSaas will allow your accounting system to assign an automatic invoice number, e.g. to adhere to sequential invoice number rules, rather than using the invoice number provided by BigCommerce.
G) Original Customer / Customer's Organization / Generic Online Sale Customer - Most Accounting systems require a customer record to be specified when a sales invoice is created. This particular option allows you to choose the nature of the customer record that is being created. The default option is Original Customer, however if your BigCommerce customers specify a company name and you prefer to have that appear within your Accounting system instead, then you can opt for the Customer's Organization option.
You can read more about how this works here.
G) Due Date Offset Type - A due date type will be assigned if transactions do not have a due date. This is calculated using the transaction date, the Due Date Offset and the type specified. If not set, transaction date is used as due date.
H) DueDate Offset - A due date will be assigned if transactions do not have a due date. This is calculated using the transaction date and the Due Date Offset. If not set, transaction date is used as due date.
I) Tracking Code - Xero uses tracking categories and options to keep your chart of accounts manageable and you are given the option here to assign your BigCommerce sales to your choice of tracking codes in Xero.
4. If you would like refunds generated in your Xero when an order is refunded, or cancelled in BigCommerce, you can select this option. You can also specify if you'd like Refunded, Partially Refunded and Cancelled orders integrated.
- Choose your Refunds Account
- Click on Default Products and Advanced Options
- Specify a Refund Order Number Prefix. The default settings here is -R
5. Next, you'll be taken to the tax configuration page. Here, for each tax created / defined in your BigCommerce, you must select it's corresponding tax code in Xero. You can read more about the tax configuration here.
6. If you'd like OneSaas to Create new Items in Xero, you can enable this option.
On the Items Settings configuration page, you'll have to select the Income and Expense Accounts to be used for Inventoried and Non-Inventoried items.
You can find more information on the integration of items here.
7. Next, payments configuration settings will allow you to select whether you want payment data from BigCommerce to be registered against your sales within your Xero.
Select your Default Payment Account - Deposit Payments into Account
All payment methods that are not individually mapped will be mapped to the default account selected here.
Click on the Advance Options if you wish to map all your BigCommerce payment methods to a corresponding account in Xero.
Note: If you are unsure on which clearing accounts to use, please consult with your accountant.
You can find more information on the integration of payments here.
Make sure you click on Save once you are happy with your changes.
8. The next workflow option will allow OneSaas to read all of your BigCommerce items and create them into your Xero. Some users prefer to only have items which are used in actual sales to be created (which is covered above). While other users prefer to take all BigCommerce items and send them through instead.
Please note, if you want different products to have different income/expense accounts, then this will all have to be set up within your Accounting system after the items are created by the app.
You can find more information on the integration of items here.
If you are happy with your configuration, hit Save before proceeding to the next workflow.
9. Finally, if you would like stock level updates from Xero syncing back to BigCommerce you can simply select this option and hit Save.
PLEASE NOTE: This option should only be enabled if you have stock levels set up prior to the integration. Otherwise you will risk wiping out your BigCommerce stock levels.
Make sure you click on Save once you are happy with your changes.
Once you are finished in configuring your integration set up, you can proceed in setting up your sync settings.
The Integration Starting Date setting specifies a filter against your BigCommerce order date. This means any orders dated before the specified date will not sync.
Once you have agreed to the OneSaas user terms and conditions, you can then turn on the automated hourly sync!
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