Xero

What is Xero?

Xero is online accounting software. Find out more about Xero.

Why connect my Xero account to Airsquare?

If you are using Xero for your business, and have an online shop with Airsquare, it's a great idea to get them talking to each other. By connecting Xero, Airsquare will:

  • Create an invoice in Xero when an order is received.
  • Update an invoice in Xero when an order status is changed.
  • Attach an invoice to the order confirmation sent to the customer.
  • Allow you to download & print invoices from Airsquare.
  • Record payments against invoices.
  • Record inventory item codes against invoice line items.

How do I connect Xero to Airsquare?

Connecting Xero is really simple:

  1. In Airsquare, Go to Account > Connected apps.
  2. Click Connect app.
  3. Choose Xero from the list of applications.
  4. Click Connect. You'll then be redirected to Xero where you need to sign in.
  5. Choose the organisation you'll like to connect and then click Authorise
  6. You'll then be redirected back to Airsquare where you can configure the Xero settings you want to use.

Can I connect multiple Airsquare sites to the same Xero organisation?

There can only be one connection between Airsquare and a Xero organisation/user combination.  If a second connection is authorised, then those connection credentials will overwrite the first. This is the way Xero works, it's not a requirement from Airsquare.

Ideally you should connect each Airsquare site to separate Xero organisations. 

However, you can create multiple Xero users for your Xero organisation and connect each Airsquare site using different Xero users. The downside of this is that the Xero API has rate limiting in place, so if the connections are active at the same time this could cause you to hit the 60 call per second limit much easier.

I get a message about a currency mismatch, what does this mean?

Any currencies you use in Airsquare, must also be added to Xero. 

How do I nominate the account any sales go into?

By default we use the first revenue account we find in your chart of accounts. This is typically 200 - Sales. Follow these steps if you would like online sales to be added to a different sales account:

  1. In Airsquare, Go to Account > Connected apps.
  2. You'll see a list of connected apps. Next to the Xero service, click Settings.
  3. Choose the Sales account code you'd like to use.
  4. Click Update settings.

How do I use the sales account code for an inventory item set in Xero?

You may wish to use the sales account code already set against inventory items in Xero, rather than the generic sales account (see above). If you do this, you must have set the account code for each inventory item you have in Xero, otherwise it won't work:

  1. In Airsquare, Go to Account > Connected apps.
  2. You'll see a list of connected apps. Next to the Xero service, click Settings.
  3. Tick Override and use inventory item sales account codes instead.
  4. Click Update settings.

How do I nominate the account any shipping charges go into?

By default we use the first revenue account we find in your chart of accounts. This is typically 200 - Sales. Follow these steps if you would like shipping sales to be added to a different sales account:

  1. In Airsquare, Go to Account > Connected apps.
  2. You'll see a list of connected apps. Next to the Xero service, click Settings.
  3. Choose the Shipping account code you'd like to use.
  4. Click Update settings.

How do I nominate the bank account for PayPal payments?

  1. In Airsquare, Go to Account > Connected apps.
  2. You'll see a list of connected apps. Next to the Xero service, click Settings.
  3. Choose the Bank account for 'PayPal' payments you'd like to use.
  4. Click Update settings.

How do I nominate the bank account for credit card payments?

  1. In Airsquare, Go to Account > Connected apps.
  2. You'll see a list of connected apps. Next to the Xero service, click Settings.
  3. Choose the Bank account for 'Credit card' payments you'd like to use.
  4. Click Update settings.

How do I nominate the bank account for cash payments?

  1. In Airsquare, Go to Account > Connected apps.
  2. You'll see a list of connected apps. Next to the Xero service, click Settings.
  3. Choose the Bank account for 'Cash' payments you'd like to use.
  4. Click Update settings.

How do I nominate the bank account for external card payments?

  1. In Airsquare, Go to Account > Connected apps.
  2. You'll see a list of connected apps. Next to the Xero service, click Settings.
  3. Choose the Bank account for 'External card' payments you'd like to use.
  4. Click Update settings.

How do I nominate the bank account for bank transfer payments?

  1. In Airsquare, Go to Account > Connected apps.
  2. You'll see a list of connected apps. Next to the Xero service, click Settings.
  3. Choose the Bank account for 'Bank transfer' payments you'd like to use.
  4. Click Update settings.

How do I change the invoice status for purchase order payments?

  1. In Airsquare, Go to Account > Connected apps.
  2. You'll see a list of connected apps. Next to the Xero service, click Settings.
  3. Choose the Invoice status when paying by purchase order you'd like to use.
  4. Click Update settings.

How do I change the invoice status for on account payments?

  1. In Airsquare, Go to Account > Connected apps.
  2. You'll see a list of connected apps. Next to the Xero service, click Settings.
  3. Choose the Invoice status when paying on account you'd like to use.
  4. Click Update settings.

How do I change the branding theme used for invoices?

  1. In Airsquare, Go to Account > Connected apps.
  2. You'll see a list of connected apps. Next to the Xero service, click Settings.
  3. Choose the Branding theme you'd like to use.
  4. Click Update settings.

How do I change Xero tax rates in Airsquare?

When you connect Xero we do our best to automatically choose the correct tax rates. If you need to change these tax rates, there's two places you need to look.

  1. For No tax, Tax exempt and Zero-rated tax rates go to Account > Connected apps > Xero > Settings.
  2. For Standard and Reduced tax rates, go to Orders > Tax zones and edit the appropriate tax zone you want to change.

How do I change the Xero contact used for 'Unknown' customer orders?

  1. In Airsquare, Go to Account > Connected apps.
  2. You'll see a list of connected apps. Next to the Xero service, click Settings.
  3. Change the 'Unknown' contact name.
  4. Click Update settings.

How do I create invoices in Xero for orders already received?

Once you've connected Xero to Airsquare, you can go back and create invoices for orders you've already received:

  1. In Airsquare, Go to Orders
  2. Click on the order you'd like to create an invoice for.
  3. Click Create invoice in Xero

How do I associate inventory item codes with products/ticket types?

When you add/edit a product or ticket type in Airsquare, you'll see Xero inventory item code with a dropdown to choose any inventory code you have in Xero. Just choose the matching item code and click update. Now when invoices are created, you'll see the correct item code appear against line items in your invoices. 

Few things to note:

  • If you change any item code in Xero, you must change it in Airsquare too. 
  • To improve performance, we cache the list of Xero item codes for 5 minutes, so you might have to wait a few minutes for new item codes to appear in the list in Airsquare.

How does inventory work between Airsquare and Xero?

  • If you sell stock via Airsquare (an order is created), any associated Xero inventory items will go down based on the quantities sold.
  • If you sell items in Xero (by creating a manual sales invoice), we don't get told, so stock won't be deducted in Airsquare. 
  • If you add stock in Xero (via a purchase order), we don't get told, so stock won't go up in Airsquare.

The last two points are due to a lack of functionality in the Xero API. They are promising to fix soon. In the meantime we have a 'Resync' feature which you can use anytime to resync all the stock from Xero into Airsquare. See below.

How do I resync stock from Xero into Airsquare?

If you change stock in Xero, from selling items (sales invoice) or adding items (purchase order), Airsquare is never told. This is due to a lack of functionality in the Xero API. Until they resolve this, you can manually resync everything by using our resync feature:

  1. Go to Account > Connected apps
  2. You'll see a list of connected apps. Next to the Xero service, click Resync.
  3. This will then resync all stock from Xero into Airsquare.

Can I do a bulk import/update to associate inventory items?

For products you can, just use the import products feature.

Why is the organisation assigned as the customer in Xero?

If the customer supplies an organisation as part of their billing address (not shipping address) we assume they are purchasing on behalf of an organisation and therefore use them as the customer when creating the invoice in Xero.

Why does a customer have a number added to their name in Xero?

Xero uses the contact name as a unique identifier, meaning you can't have two John Smith's. If a contact name already exists in Xero, we add the contact number to their name to ensure it is always unique.

Why are invoices no longer being created in Xero?

Few things to check:

  • Is Xero still connected?
  • Have reached the limit of invoices you can approve in Xero? Please increase your Xero plan to allow for more invoices.
  • If you are tracking inventory in Xero, ensure you have quantity on hand for each of the items you are selling. Xero won't let you sell items you don't have.

Why are item codes no longer being recorded against invoice line items in Xero?

Few things to check:

  • Is Xero still connected?
  • If you've changed any item code in Xero, ensure the corresponding product / ticket type in Airsquare has the right code assigned.

Can I stop the customer from receiving the Xero invoice?

No, at the moment we always attach the Xero invoice to the order confirmation email we send to the customer. If that's a deal breaker for you, let us know.

Are invoices generated for free orders?

No.

Why can't I edit an invoice in Xero created by Airsquare?

The most likely reason you can't edit an invoice in Xero is because a 'payment' has been logged against the invoice. Airsquare does this for you if you've nominated a bank account for the payment method used (see above).

In order to change the invoice in Xero, you'll need to first remove the payment from the invoice. You'll then be able to make changes to the invoice.

Why don't I see discounts on Xero invoices?

We apply the discount to the unit price directly, we don't use the discount field. The reason for this is because Xero doesn't allow enough precision on the discount %. It's limited to 2 decimal places. We really need 4 decimal places to accurately apply a fixed amount discount. You can try and get Xero to fix this issue by voting for it.

I get a message saying Xero has been disconnected, what does this mean?

Xero can disconnect for a few reasons:

  • You've manually disconnected Airsquare from within Xero.
  • If not used, the Xero 'session' naturally expires.
  • The Xero user account used to connect to Airsquare has been deleted.
  • Xero have suffered a major outage and we were unable to renew your connection.
  • You've connected multiple Airsquare sites to the same organisation/user in Xero.

If you do get disconnected, simple re-connect following the steps above.

How do I disconnect Xero from Airsquare?

  1. In Airsquare, Go to Account > Connected apps.
  2. You'll see a list of connected apps. Next to the Xero service, click Disconnect.
  3. Confirm you'd like to disconnect, by clicking Disconnect app.