With OneSaas, you're able to set up your complete integration between Magento and Xero within minutes using our simple setup process. Below is a step by step walkthrough, highlighting some useful key points throughout the process:
The configuration process described below is for a standard integration between Magento 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 walkthrough, these three workflows will be selected to demonstrate the full capabilities of the setup process.
- Sales from Magento to be sent into your Xero
- Products from Magento to be sent into your Xero
- If you have inventory turned on in your Xero, OneSaas can read this information and update Magento.
2. Start the configuration process by selecting the first workflow - to sync Magento 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 Magento 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 Processing statuses)
3. Click on Default Product and Advanced Options
These options give you greater control over how sales appear in your accounting system. If you are unsure, then you can leave this section blank for now and come back at a later date to re-configure them.
A) Order Number Prefix - The prefix you input here is added to all your orders retrieved from this Magento account. For example: if you have order '1234' in Magento and you add the prefix 'Mag-' in the configuration, your order will be retrieved into OneSaas with the order number 'Mag-1234' and sent to Xero accordingly. This prefix can be configured separately for multiple Magento connections, to make it easier to identify the source of each invoice in Xero.
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 allow you to select how you want your Magento unpaid and paid orders to be sent to Xero. Please select the appropriate options for your business.
F) Automatic Invoice Number - This option allows you to disregard the Magento order number completely, and use the sequential numbering convention within your accounting system.
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 Magento 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.
Alternatively, if you do not want any customer records to be created within your Accounting system at all you can select the Generic Online Sale Customer option, this means all sales will be synced to your Accounting system against a generic "Magento" customer record.
You can read more about how this works here.
H) 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, the transaction date is used as the due date.
I) 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, the transaction date is used as the due date.
J) 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 Magento sales to your choice of tracking codes in Xero.
If you have any questions, reach out to our friendly support team for help at any time.
4. Next, you'll be taken to the tax configuration page. Here, for each tax created/defined in your Magento, you must select its corresponding tax code in Xero. You can read more about the tax configuration here.
5. 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.
6. Select the option to sync payment details from Magento to Xero, if you wish OneSaas to automatically transfer the payment details.
Deposit Payments into Account - All payment methods will be mapped to this account if you do not wish to map your payment accounts individually.
Handle Overpayments - Enable this option only if you wish to send Overpayments to Xero.
Click on the Advanced Options if you wish to map all your Magento payment methods to a corresponding account in Xero.
If you are happy with the workflow you have created, click on Save before proceeding to the next configuration.
You can read more about how this works here.
7. The next workflow option will allow OneSaas to read all of your Magento items and create them into your Xero. Some users prefer to only have items that are used in actual sales to be created (which is covered above). While other users prefer to take all Magento 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.
Make sure you click on Save once you are happy with your changes.
You can find more information on the integration of items here.
8. Finally, if you would like stock level updates from Xero syncing back to Magento you can simply select this option and hit Save.
PLEASE NOTE: This option should only be enabled if you have stock levels set up in Xero prior to the integration. Otherwise, you will risk wiping out your Magento stock levels. Click here to know more about our Stock Control process.
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 Magento 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!