Xero

Xero is powerful online accounting software that is localized for many countries. MRPeasy focuses on manufacturing resource planning, reporting, inventory management, sales, and procurement. Together with Xero accounting, MRPeasy creates a very powerful ERP system. We strongly recommend performing all business operations in MRPeasy and accounting in Xero.

Jump to:

1. Demo video: Xero integration
2. Scope of the integration.
3. Purchase Orders, Bills, and Invoices.
   1. Synchronization of items, customers, and vendors.
   2. Purchase orders, purchase invoices, bills.
      1. Additional fees.
      2. Vendor Credit Invoices.
      3. Vendor Prepayment Invoices.
   3. Sales invoices.
      1. Prepayment invoices.
   4. Synchronization of payments.
   5. Tax rates.
   6. Additional currencies.
4. Inventory and manufacturing transactions.
   1. Inventory tracking principles in MRPeasy.
5. Transactions and synchronization schedule.
   1. Documents, MRPeasy -> Xero.
   2. Documents, Xero -> MRPeasy.
   3. Journal entries, MRPeasy -> Xero.
   4. Synchronization schedule.
6. Setting up the integration with Xero.
7. Troubleshooting and synchronization logs.
8. Support.

Scope of the integration

1. The core integration includes synchronization of purchasing and sales documents.

• Invoices, Credit Invoices, Prepayment invoices, Purchase Orders, Purchase Invoices, Vendor Credit Invoices, Vendor Prepayment Invoices.
  • Items can have different purchases and sales accounts.
• Accounting transactions are created using the documents in Xero.
• Automatic synchronization of payments.

2. Optionally, an advanced in-depth integration can be configured that adds the synchronization of balances.

• In addition to the core integration, all daily inventory and manufacturing transactions are posted to Xero with a manual journal entry.
• These journals include balance changes of:
  • Inventory.
    • Items can have different inventory accounts.
  • Cost of Goods Sold (COGS).
    • Items can have different COGS accounts.
  • Work in Progress (WIP).
  • Applied expenses in the manufacturing of products - direct materials cost, direct labor cost, applied manufacturing overhead (factory burden) cost.
  • Applied transfer order expenses to products.

Purchase Orders, Bills, and Invoices

Creating new items, customers, and vendors in Xero

• Stock items are matched by Item Code in Xero and Part Number in MRPeasy.
• Customers and Vendors are matched according to the Name.
• When posting invoices, purchase orders, or bills to Xero, MRPeasy will create stock items, customers, and vendors in Xero if they do not exist.
• According to the integration configuration, a Purchases and Sales account will be configured for the newly created item in Xero.
• If a part number is longer than 30 characters, then the item is not transferred to Xero as a product. The part number is combined with the description in the description field.

Purchase Orders, Purchase Invoices, and Bills

During integration setup, you must choose if Purchase Orders in MRPeasy are posted to Xero as Bills or Purchase orders.

• Once the Invoice ID has been entered on Purchase Orders or Purchase Invoices in MRPeasy, they will then be synchronized with Xero as drafts.
• If a payment has been saved in MRPeasy, the document in Xero will automatically become approved. 
• After a Bill / Purchase order has been approved in Xero, it is not possible to update it via the integration from MRPeasy.
• At Procurement -> Invoices, the column Xero shows if the bill is sent to Xero.
• See also: Synchronization of payments.

Posting additional fees on an MRPeasy Purchase Order to Xero

• If the Additional Fees field is used on a Purchase Order in MRPeasy, then this is posted as a line item for Xero.
• If balances are synchronized, this must be posted to the integration default account (Purchases). The additional fees are expenses that are added to inventory valuation.
• If additional fees should be posted to an expense account immediately and are not part of inventory valuation, non-inventory items in MRPeasy can be used for this. Please note: this specific recommendation is only valid for purchase orders, not for customer orders.

Vendor Credit Invoices

Vendor Credit Invoices are posted to Xero as Credit Notes.

• Once the Invoice ID has been entered on the Vendor Credit Invoice in MRPeasy, it will be sent to Xero.
• The process for sending Vendor Credit Invoices to Xero mirrors that of Bills.

The following preconditions must be met to post a Vendor Credit Invoice to Xero:

• The system setting “Several invoices per PO” is enabled and configured as “Separate invoices and deliveries = Yes”.
• The vendor credits account must be defined in the integration settings at Settings -> System settings -> Integrations -> Xero -> Change accounts.

Vendor Prepayment Invoices

Vendor Prepayment Invoices are posted to Xero as direct payments with Transaction: Spend Money.

• The Vendor Prepayment Invoice in MRPeasy must be fully paid.
• On the final invoice, a negative value prepayment line is added.
• The prepayments can be found in Xero at Accounting -> Bank accounts -> Open your bank account -> Account transactions.
• Though Xero has a dedicated Prepayment functionality, it is not possible to update a Prepayment via API after it has been created. Because of that limitation, the integration with Xero does not use that document.

The following precondition must be met to post a prepayment to Xero:

• The system setting “Several invoices per PO” is enabled and configured as “Separate invoices and deliveries = Yes”.

Sales Invoices

• Once an invoice type is marked Invoice or Credit invoice:
  • and status is Unpaid, it is synced to Xero as a draft invoice. It must be approved in Xero.
  • and status is Paid or Paid partially, it is synced to Xero as an approved invoice. It must have a Due date saved in MRPeasy to post it to Xero.
• After an Invoice is approved in Xero, it is not possible to update it via the integration from MRPeasy.
• At CRM -> Invoices, the column Xero shows if the invoice is sent to Xero.
• See also: Synchronization of payments.

Prepayments from customers

Prepayment invoices are posted to Xero as direct payments with Transaction: Receive Money.

• The Prepayment invoice in MRPeasy must be fully paid.
• On the final invoice, a negative value prepayment line is added.
• The posted prepayments are in Xero, at Accounting -> Bank accounts -> Open your bank account -> Account transactions.
• Though Xero has a dedicated Prepayment functionality, it is not possible to update a Prepayment via API after a prepayment is created. Because of that limitation, the integration with Xero does not use that document.

Synchronization of payments

Purchase invoices, sales invoices, and credit invoices:

• Payments are automatically synchronized according to the synchronization schedule.
• Payments for purchase orders are synchronized only if PO-s are sent to Xero as Bills.

Vendor prepayments and customer prepayments can only be sent one-way from MRPeasy to Xero.

Tax rates

The synchronization of tax rates works as follows:

1. MRPeasy operates with tax percentages only; no 'named' tax rates exist.
2. When a document with tax is sent to Xero, the tax rate with the same percentage is automatically chosen. If several tax rates have the same percentage, then the correct tax rate must be chosen in Xero.
3. If you need a 'No tax' invoice, please leave the tax percentage field empty in MRPeasy.
4. If you need a 0% tax, please enter tax as '0%' in MRPeasy.
5. Unfortunately, MRPeasy cannot post 'Tax included' invoices. If this is important, please update these invoices in Xero.

Additional currencies

If several currencies are used in order to send invoices, POs, or bills to Xero, standard 3-character currency codes (USD, GBP, EUR, etc., according to ISO 4217) should be used for

• the system's base currency in MRPeasy.
• additional (foreign) currencies in MRPeasy.

The currency is sent to Xero along with the exchange rate saved for the document in MRPeasy.

Inventory and manufacturing transactions

For an in-depth integration, the "Balances" can be synchronized.

This means that a summary of inventory and manufacturing transactions is posted to Xero with a Manual Journal entry once per day.

Transactions corresponding to the following events are recorded:

1. Purchased goods are received to stock.
2. Materials are consumed in manufacturing.
3. Workers start and finish operations.
4. Manufacturing is finished, and products are put into stock.
5. Goods are shipped to customers.
6. Positive and negative manual inventory adjustments.
7. Fees are applied when goods are transported to another warehouse.
8. Parts are shipped to subcontractors.
9. Subcontractors perform operations with a product.

Detailed descriptions can be found in the section "Events and transactions".

Inventory tracking in MRPeasy

In MRPeasy, the principles of inventory tracking are the following:

1. MRPeasy uses stock lot tracking.
   • Each batch of physical items is accounted for separately.
   • All costs are based on specific stock lots.
   • Average costing is not used.
2. MRPeasy uses FIFO by default (or FEFO, when Expiry dates are used). 
   • It is also possible to manually manage inventory, e.g. for actual costing and/or for very detailed tracking and traceability.
   • Read about bookings and consumption of goods.
3. Financial transactions are automatically created when specific events happen with the inventory.
   • MRPeasy is a "Perpetual inventory system".
   • If you use the periodical method for inventory valuation (and Cost of Goods Sold calculation) (in Xero), then synchronization of balances should be disabled.

Events and transactions

The following tables describe all events that are synchronized:

1. Documents, MRPeasy -> Xero.
2. Documents, Xero -> MRPeasy.
3. Journal entries, MRPeasy -> Xero.
4. Synchronization schedule.

Events and transactions for synchronization of sales and purchasing documents

 Xero -> MRPeasy:

Events and transactions for synchronization of balances

Synchronization schedule:

• *) New invoices and purchase orders are sent to Xero once per 5 minutes. Alternatively, it is possible to send a particular document to Xero immediately by clicking the button Add to Xero on the document's details page.
• **) The synchronization of payments happens in the following cases:
  a. When a new invoice or a purchase order is sent to Xero from MRPeasy*. 
  b. When an invoice or a purchase order is opened in MRPeasy and the button Update in Xero is pressed.
  c. If payments are added in Xero, they are synchronized to MRPeasy once per day, during the evening.
• ***) Balances are synchronized once per day, during the evening (usually between 9 p.m. and 11 p.m.).
  This synchronization can be run manually by clicking the button Synchronize now at Settings -> System settings -> Integration -> Xero. The manual synchronization can be performed once per 5 minutes.

Setup of the integration between MRPeasy and Xero

Jump to:

1. Notes about using Xero tracked inventory.
2. Connect MRPeasy and Xero.
3. Select what to synchronize. 
   1. Considerations when syncing balances when the use of planned goods is allowed.
4. Choose how Purchase Orders / Purchase Invoices are synchronized.
5. Select accounts for the integration.
6. Custom accounts for products.
7. Xero tracking categories.
8. Check products' Purchases and Sales accounts in Xero.
9. Get MRPeasy and Xero in sync.
10. Import customers, vendors, and items from Xero.
11. Considerations when syncing balances when the use of planned goods is allowed.
12. Review, change, or disconnect the integration.

Xero Tracked Inventory

Inventory (stock) tracking should not be used in Xero for items managed in MRPeasy. Xero makes some automatic inventory transactions for these items, e.g. when they are bought or sold, which MRPeasy does not control.

MRPeasy itself posts changes in inventory balances to accounts during nightly synchronizations.

Technical reasons why MRPeasy does not integrate with Xero Tracked Inventory are the following:

1. At present, Xero does not support importing inventory values for items via API.
2. Xero advises not to use its' inventory tracking for manufacturing companies (https://central.xero.com/s/article/Track-your-inventory) or when using a 3rd party inventory application (https://central.xero.com/s/article/Options-for-managing-inventory-in-Xero)

Connect MRPeasy and Xero

Step 0. Stop all activity

You should cease all activity in MRPeasy and Xero during the process of setting things up.

Step 1. Connect MRPeasy and Xero

1. Log in to MRPeasy.
2. Navigate to Settings -> System settings -> Integrations.
3. Click on Connect to Xero to connect MRPeasy and Xero.

Step 2. Choose what to synchronize

It is possible to choose the synchronization of the following:

1. Sales 
   • Sales documents are sent to Xero automatically.
   • If not selected, sales invoices can be sent manually.
2. Procurement 
   • Purchasing documents are sent to Xero automatically.
   • If not selected, purchase orders or invoices can be sent manually.
3. Balances 
   • The inventory and manufacturing transactions that are recorded in MRPeasy are automatically posted to Xero with journal entries. 
   • Several additional accounts must be mapped.
   • These entries are shown in detail at MRPeasy -> Settings -> System settings -> Integrations -> Xero -> Synchronization logs.
   • Advisor access for the Xero account manager is required; otherwise, it is not possible to see the journals that MRPeasy has posted in Xero.
   • The syncing of balances should be disabled:
     • If you use Xero-tracked inventory.
     • If your accounting uses a periodic inventory system (in Xero), MRPeasy is a perpetual inventory system.
   • If not selected, the posting of balances with journals is completely disabled. Cannot be done manually.
   • See also considerations when syncing balances when the use of planned goods is allowed.

Considerations when syncing balances when the use of planned goods is allowed

By default, the software allows the use of stock items in status Planned or On hold, which can be changed with the settings Settings -> System Settings -> Software settings -> Use planned goods.

If this setting is enabled, the following should be considered:

• The cost of all planned goods used is considered to be 0 at the time when the goods are used.
• When goods are finally received (e.g., PO is received, MO is finished), financial transactions regarding the usage of goods are posted only retrospectively, with the value date of the next synchronization after the goods are received.
  • As MRPeasy does not post backdated journals, the transactions are posted as "adjustments to previous periods".
• The integration does not automatically synchronize transactions that are older than 3 months.
  • This means that if goods were used more than 3 months ago, the "adjustment for previous periods" will not be posted automatically.
  • It is possible to look up old transactions and synchronize them from here: https://app.mrpeasy.com/accounting/integrations/old-adjustments/xero

Step 3. Choose how Purchase Orders are sent to Xero

Purchase Orders from MRPeasy can be posted to Xero as:

1. Xero Purchase Orders.
   •  If the "Several invoices per PO" setting is enabled, then POs are not posted to Xero, regardless of this setting. Then, purchase invoices are posted as Bills.
2. Xero Bills.
   • Payments for bills are synchronized only if purchase orders are posted to Xero as Bills.

Step 4. Select accounts.

1. A default Purchases (Current Asset) account.
   - This is the product's Purchases account on the Xero Bill.
   - MRPeasy uses this account to create new items in Xero.
   - If balances are synchronized, this account holds the billed value but has not received the goods. The PO receipt transaction (credit) is posted in a journal on this account. 
2. A Purchase credits (Current Asset) account. 
   - This account is used for items in the Xero Credit Note document, which is created when a Vendor Credit Invoice from MRPeasy is posted to Xero.
   - Credits received from vendors accumulate on this account.
3. A Bank (Bank) account.
   - An account to where payments are saved if entered in MRPeasy.
4. A Customer Prepayments (Liability) account.
   - It is used when a customer pays a prepayment invoice.
5. A default Sales (Revenue) account.
   - This is the Sales account on the Xero Invoice.
   - MRPeasy uses this account when creating new items in Xero.

If balances are not synchronized, skip to selecting custom accounts for your products.

If synchronization of balances is enabled, additionally select:

1. Default Finished goods (Current asset) and Materials on hand (Current asset) inventory accounts.
   - By default, all items with a BOM are considered finished goods; items without a BOM are considered materials.
   - Do NOT choose an account type of 'INVENTORY'.
2. A Work in progress (Current asset) account.
   - An account for holding the value of currently unfinished goods, open manufacturing orders.
   
3. An Applied manufacturing overhead (Current liability) account.
   - An account for posting manufacturing overhead costs, which are applied to the product's cost (to work in progress).
   - If the allocation of manufacturing overhead is not desired, then workstations’ hourly rates, and fixed, and variable costs in routings must be defined as 0 in MRPeasy.
4. A Direct labor (Current liability) account.
   - An account for posting direct labor costs, which are applied to product's cost (to work in progress) according to time worked on a job.
   - If the allocation of direct labor is not desired, then users’ hourly labor rates must be defined as 0 in MRPeasy.
5. A default Cost of goods sold (Expense) account.
6. Inventory Adjustments (Expense/Revenue) accounts.
7. A Transfer orders liability (Current liability) account.
   If you move items between several sites, transfer fees, which are applied to inventory, are posted on this account.

Step 5. Select custom accounts for products

Optionally, in the "Custom accounts" section on the integration configuration page, you can define custom accounts per product group:

1. A Purchases (Current asset) account.
   - This is the product's Purchases account on the Xero Bill.
   - MRPeasy uses this account to create new items in Xero.
   - If balances are synchronized, this account holds the billed value but has not received the goods. The PO receipt transaction's credit is posted in a journal on this account.
2. A Sales (Revenue) account.
   - This is the product's Sales account on the Xero Invoice.
   - MRPeasy uses this account to create new items in Xero. 
3. An Inventory (Current asset) account.
   - Do NOT choose an account type of 'INVENTORY'.
   - Used only if balances are synchronized.
4. A Cost of Goods Sold (Expense) account.
   - Used only if balances are synchronized.

If balances are not synchronized, save the account mapping, and the integration is set up! Then, continue to get MRPeasy and Xero in sync.

If balances are synchronized, continue to the next step.

Step 6. Map Xero tracking categories

If you use Tracking Categories in Xero, you can match them with Custom fields of Purchase Orders and Customer Orders in MRPeasy. The values of these custom fields will be transferred to Xero as tracking category options, along with their associated transactions.

To configure the use of Xero's tracking categories:

1. The tracking categories must be set up in Xero.
2. The custom fields must be set up in MRPeasy:
   • Purchase Order and Customer Order custom fields are supported.
   • The custom field type must be "Dropdown".
   • The dropdown field values must match the options of the corresponding tracking category in Xero.
3. Map MRPeasy custom fields with Xero tracking categories in the integration configuration page section "Tracking categories". 
   • Two custom fields can be mapped to tracking categories. (Limited by Xero.)

Step 7. Check products' Purchases and Sales accounts in Xero

Important notes about the Purchases and Sales accounts:

1. The Purchases and Sales accounts from the integration configuration are used only in two cases:
   1. When creating new products in Xero.
   2. When posting manual journals about inventory movements (if balances are synchronized).
2. Xero chooses the accounts on Purchase Orders, Bills, and Invoices in Xero from the details of the product in Xero.

If balances are not synchronized, the Purchases account in the Xero product need not match the integration configuration.

If balances are synchronized for all existing products in Xero, you must verify that the Purchases account matches the integration configuration.

1. Go to Xero -> Products and services.
2. Open a product.
3. Check that the "Purchases" account in Xero product details matches the "Purchases" account defined in the integration configuration.
4. Repeat for all products.
5. Once done, save the integration configuration.

After the mapping of accounts is saved, the integration is set up! Continue to get MRPeasy and Xero in sync.

Getting MRPeasy and Xero in sync

When the integration is first established, it is important that data in both of the systems match.

First synchronization

The first time when the connection between MRPeasy and Xero is established:

1. The earlier input POs and Invoices are posted only after you open and save them. If you do not make changes to old documents, they are not posted to Xero.
   - If you already have some invoices, POs, or bills in Xero, you should not send these from MRPeasy to Xero again. You will risk having duplicates in Xero.
2. The changes in account balances from that day are posted to Xero during the next nightly synchronization.

Get starting account balances in sync

If you are synchronizing balances, you must take great care that the beginning balances in MRPeasy and Xero match.

This is easiest if there are no in-progress Manufacturing Orders and no invoiced-and-not-received Purchase Orders in MRPeasy.

Generally, the following steps should be taken:

1. Establish the right balances for all of your accounts.
2. Make sure that the inventory counts and balances are correct in MRPeasy and that the balances match with Xero.
3. Send data from MRPeasy to Xero:
   - Post any balance changes during this day with a journal entry by clicking "Synchronize now" in Settings -> System settings -> Integrations -> Xero. 
   - Optionally, sales invoices by opening them and sending them to Xero.
   - Optionally, purchase invoices by opening them and sending them to Xero.
4. Check if the balances match those of MRPeasy and Xero. 
   - You may need to adjust the manual journal, which was just created.

If you have in-progress Manufacturing Orders in MRPeasy, consider the following:

• If MO was started:
  - Before the integration is initialized, its WIP account in Xero should reflect the value of consumed materials from previous days.
  - On the day of initializing the integration, its transactions are posted with the first synchronization. No manual action is necessary.
• Alternatively:
  a) You may want to finish all in-progress Manufacturing Orders before initializing the integration. 
  b) If there is still in-progress manufacturing, you could also:
  - Manually create a stock lot for the finished goods in MRPeasy. Do not create a MO in MRPeasy.
  - Or, re-create the situation in MRPeasy and Xero as if the manufacturing had not started. Start the MO only after step (5) above.

If there are invoiced and not received Purchase Orders in MRPeasy:

• The value of these POs should be reflected on the account in Xero, which was configured as the Purchases account for the integration. I.e. these Bills should use that account.

Import stock items, customers, and vendors from Xero

You can import stock items, customers, and vendors from Xero to MRPeasy at MRPeasy -> Settings -> System settings -> Integrations -> Xero.

Considerations when syncing balances when the use of planned goods is allowed

By default, the software allows the use of stock items in status Planned or On hold, which can be changed with the settings Settings -> System Settings -> Software settings -> Use planned goods.

If this setting is enabled, the following should be considered:

• The cost of all used planned goods is considered as 0, at the time when the goods are used.
• When goods are finally received (e.g., PO is received, MO is finished), financial transactions regarding the usage of goods are posted only retrospectively, with the value date of the next synchronization after the goods are received.
  • As MRPeasy does not post backdated journals, the transactions are posted as "adjustments to previous periods". 
• The integration does not automatically synchronize transactions that are older than 3 months.
  • This means that if goods were used more than 3 months ago, the "adjustment for previous periods" will not be posted automatically.
  • It is possible to look up old transactions and synchronize them from here: https://app.mrpeasy.com/accounting/integrations/old-adjustments/xero

Update or disconnect the integration

If you wish to review the chosen integration settings or make any changes to the integration, you can do this at Settings -> System settings -> Integrations -> Xero -> Change accounts.

Please note that when you change accounts, then the next transactions are posted to the new accounts. No changes are made to any historical data already posted to Xero.

The integration can be disconnected at Settings -> System settings -> Integrations -> Xero -> Disconnect.

Troubleshooting

Issues:

1. I don't understand why some manual journal entries have been posted to Xero or how these are calculated.
   • To see detailed information about all manual journals sent to Xero, please go to Settings -> System settings -> Integrations -> Xero -> Synchronization logs.
   • Please check the list of events and transactions to understand when certain transactions are recorded.
   • Note that MRPeasy posts journals always with the current date of the synchronization, which only happens after the action is actually performed in MRPeasy.
     • MRPeasy does not backdate transactions in Xero, but stock movements transactions can be backdated or historical transactions changed in certain cases in MRPeasy.
2. An invoice is not posted to Xero: 
   • To quickly find the reason, please click the Add to Xero button. You should then see a relevant error message.
   • There may be several reasons:
     • Invoices are posted once per 5 minutes. To synchronize immediately, click Add to Xero on the Invoice details page.
     • MRPeasy only posts invoices in the statuses 'Unpaid', 'Paid partially', or 'Paid' and the types 'Invoice' or 'Credit invoice'. Invoices in other statuses or types are not posted. Please check the status and type of the invoice.
     • The invoice does not have a "Due date".
     • The invoice was created before the integration was initialized. Please open and save it.
3. An invoice cannot be updated. Error message "Invoice not of valid status for modification"
   • MRPeasy cannot update invoices, which have status "Void", "Deleted", or "Paid" (even partially). Xero does not allow MRPeasy to update these.
   • If it has the status "Paid", please update it manually in Xero.
   • "Void" and "Deleted" invoices are hidden in Xero, but can be searched for.
   • If the invoice has the status "Void" or "Deleted", then either:
     • It could be manually re-created in Xero. (It will not be connected with MRPeasy)
     • Or, it could be deleted in MRPeasy and re-sent to Xero to create a new invoice.
4. A Purchase Order is not posted to Xero: 
   • To quickly find the reason, please click the Add to Xero button. You should then see a relevant error message.
   • There may be several reasons:
     • Purchase orders are posted once per 5 minutes. To synchronize immediately, click Add to Xero on the purchase order details page.
     • The "Invoice ID" must be saved in the purchase order details in MRPeasy before the order will be posted. Please check that this is done and that the PO is saved.
     • In MRPeasy, you have enabled the software setting "Several invoices per PO = Yes", in which case POs are not sent to Xero. Please open the PO and create an invoice to send a bill to Xero.
     • The PO was created before the integration was initialized. Please open and save it.
5. A Purchase Order, or a bill cannot be updated. Error message: "Invoice not of valid status for modification"
   • MRPeasy cannot update bills or purchase orders with the status "Approved," "Void," or "Deleted." Xero does not allow MRPeasy to update these.
   • If it has the status "Approved", please update it manually in Xero.
   • "Void" and "Deleted" bills are hidden in Xero, but can be searched for.
   • If the bill has the status "Void" or "Deleted", then either:
     • It could be manually re-created in Xero. (It will not be connected with MRPeasy)
     • Or, it could be deleted in MRPeasy and re-sent to Xero to create a new bill.
6. Error message: "Account code or ID must be specified" or "The TaxType field is mandatory"
   • Please go to Xero -> Products and services, and check that every product in the document has both purchases and sales accounts set.
   • Important notes about choosing these accounts: Setup: Check products' Purchases and Sales accounts in Xero.
7. Error message: "Organisation is not subscribed to currency ..."
   • This means that Xero does not recognize this currency.
   • Please check that currency symbols in MRPeasy correspond to international standard codes. E.g. the US dollar should be USD, not US$, the Australian dollar should be AUD, not AU$. See: https://en.wikipedia.org/wiki/ISO_4217
   • Please check that the currency is set up for use in your Xero account.
8. Error message: "(Item): the ... account is invalid"
   • This means that the configured "Purchases" or "Sales" account is incorrect for Xero.
   • The account could be incorrect in one of the two locations:
     • If the referred item does not yet exist in Xero, then at MRPeasy and Xero integration settings. (MRPeasy -> Settings -> System settings -> Integrations -> Xero -> Change accounts)
     • Or, if the referred item already exists in Xero, then on the item details page in Xero. (Xero -> Business -> Products and services -> Item details).
   • Some special account types cannot be used for items, such as 'INVENTORY'.
9. MRPeasy is not connected with Xero anymore; the system asks me to renew the connection. "Xero returned the following error: Integration with Xero has expired"
   
   • For security reasons, the connection between Xero and MRPeasy expires once per hour. This is the functionality of Xero.
   • When this happens, MRPeasy tries to renew the connection. Usually, this happens successfully. But sometimes, the connection cannot be renewed. In this case, this message is displayed.
   • To restore the connection, please click the "Renew now" button at Settings -> System settings -> Integrations -> Xero -> Change accounts.
10. Cannot post prepayment invoices with zero or no price line items to Xero. Error message: "The UnitAmount value '0.0000' is invalid. UnitAmount must not be equal to zero."
    • MRPeasy posts Prepayment invoices to Xero as Transaction: Receive Money.
    • Neither zero nor empty price is allowed. This is a limitation of Xero.
    • To post this prepayment invoice to Xero, please remove products without prices from the prepayment invoice. If the information below these items is needed, please copy it to the "Free text" field in the upper right corner of the page. Alternatively, please leave these products on the order confirmation only.
11. Error message: "The specified contact details matched an archived contact. Archived contacts cannot currently be edited via the API". 
    • The error message says that the contact in Xero associated with the vendor or customer on the invoice(-s) is archived. Please restore this contact in Xero and try to synchronize it again.

Old version 

The above-mentioned functionality is available in the new version of the integration from August 24th, 2017. If you used the integration before that day, this functionality is not available. To enable it, go to MRPeasy -> Settings -> System settings -> Integration -> Xero, disconnect from Xero, and connect again.

Support

MRPeasy maintains the integration between Xero and MRPeasy. If you have technical questions about the integration, please turn to MRPeasy support. However, our Support team cannot consult you regarding the setup of your accounting in Xero.