How do I integrate my Neto account with Xero?



Integration Overview

Xero is a cloud accounting application for SME’s. Over 120,000 Australian businesses use Xero to power their businesses.

Neto integrates with Xero for seamless account management. Neto’s Xero integration eliminates the need for duplicate data entry and can even extend the functionality of your Xero solution. When used in conjunction with Neto’s Unleashed integration, you can create a powerful ecosystem of e-commerce, inventory and accounting.

What Data is Integrated?

Neto to Xero:

  • Invoices
  • Credit Notes (RMA’s)
  • Payments
  • Customers
  • Products

Xero to Neto:


  • Accounts
  • Tax Rates
  • Customers
  • Products

Please Note: SKUs have a max Length of 25, cannot contain spaces or special characters. We recommend modifying your SKUs in Xero to ensure they meet this requirement prior to integration.

Handling Large Transaction Volumes With Ease

Neto does not limit the number of invoices you enter per month, with many Neto customers processing thousands of invoices every single day. Xero however, does not recommend that customers enter more than 1,000 invoices into its application per month.

For larger and growing businesses this could become restrictive. To get around this issue Neto has developed an innovative and scalable solution that negates the need to have more than a few transactions written to Xero each day (no matter how many invoices you enter into Neto). We call it “batching”.

If you are a business that issues more than 100 invoices per day, you can turn on batching. As the name implies batching will automatically batch invoices, payments and credit notes by date or time and enter them into Xero as a single or just a few transactions.

Invoices, credit notes, payments and even customer statements are all managed in Neto and therefore, there is no need to have this data duplicated into your accounting system.

Our batch integration method still allows you to split income by account (so that you can record income by product category for example) and it still allows you to properly reconcile payment receipts by payment method and account.

Streamline your operations today and turn on Neto’s batching feature for Xero!

Integration Logs

Every single invoice, customer, payment or credit note that is pushed to Xero from Neto is logged in the accounting integration logs. These logs provide in-depth reporting into the success or failure of each transaction as well as an overview of what has not yet been exported. From these logs you can also re-export any transaction at the click of a button.



Turning on Your Neto ⇔ Xero Integration

To turn on your Neto ⇔ Xero integration follow the steps below.​

Add your new Xero Integration

  1. In Neto Go to: Addons > Accounting
  2. Find Xero and click Install

Configure your Neto ⇔ Xero Integration

  1. Enter a name for your integration (eg: Acme Co. Xero)

  2. Enter a start date for your integration (only invoices after this date will be exported to Xero)

  3. Select whether or not you want invoices and credit notes to be individually exported to Xero or if you would prefer for these to be exported in batches.

  4. Important: If you plan to process more than 100 invoices per day through Neto you must select to batch invoices. If you do not, you will quickly exceed Xero’s transaction limits.

  5. Define a default Xero bank account (for payment receipts), income account (for sales), purchase account (for products) and overpayment account (for overpayments).

Note: The accounts specified here will be used when you have not specified accounts on payment methods or products individually.

You can map accounts on a product and payment method level. To map accounts for each payment method, go to Settings & Tools > Payment methods. To map accounts per product drill into each product and scroll to the “accounting” section.


Go Live!

To go live (turn on) your new Xero integration change the status of the integration from “inactive” to “active”.

​Running your Xero Integrated Store

Now that you have turned on your Xero integration, the system will automatically start to export and import data between the two systems based on the settings you have defined.


Integration Tasks

An integration task is an import or export process that pushes data to or pulls data from Xero.

To see a full list of integration tasks in Neto go to: Xero > Tasks.

The tasks required for your integration will automatically run on the schedule set. You can edit a tasks schedule by clicking the tasks ID number. We do not recommend editing the default schedules that have been setup for you.


Manually Initiating Integration Tasks

You can manually run an integration task at any time by clicking the “Run Task” button on the right side of the task. This will run the chosen task within a minute. Click “OK” when the popup appears to confirm your request.


Handling Overpayments

Xero does not allow you to overpay an invoice in the same way that Neto does. Instead when an order is overpaid it creates an over-payment which appears as a credit in the “Credits Pending Allocation” list, under the Xero tab.

Once an overpayment is used up in Neto, you must manually assign the over-payment as a payment against its related sale in Xero.

Important: Your bookkeeper or accounts person should periodically access this log and manually apply any used credits to their related sales in Xero.

At the end of any accounting period, this log should be cleared. This does not need to be done on a daily basis but you should try to keep this log under control.


Advanced Configuration

Advanced configuration settings can be accessed by selecting the Xero in the menu bar, then Setup & tools and clicking either the Integration ID or Name.

You’ll see the systems default settings under General Settings, which we recommend sticking with. However, if you are a hardcore user, you can adjust the advanced settings under Create My Own Custom Configuration.

The table below outlines the purpose of each command.

NameDescriptionExample Inputs
Export invoices to this ContactIDAll invoices will be exported to the Xero ContactID specified. If left blank all invoices will be exported to their own related Contact / CustomerDefault: Leave Blank (to export individual customers)Example: JohnSmith
Shipping / Freight item codeThe code of the item in Xero that is used to record shipping / freight revenue. This item must be setup in Xero prior to turning on your integration.Default: SHIPPING
Description of shipping item shown on invoices in XeroThe description of shipping / freight item shown on invoices in Xero. For descriptive purposes only.Default: Shipping Costs
Surcharge item code in XeroThe code of the item in Xero that is used to record payment surcharges. This item must be setup in Xero prior to turning on your integrationDefault: SURCHARGE
Surcharge item description in XeroThe description of surcharge item shown on invoices in Xero. For descriptive purposes only.Default: Payment Surcharges
Rounding item code in XeroThe code of the item in Xero that is used to record rounding. This item must be setup in Xero prior to turning on your integration.Default: ROUNDING
Description of rounding item shown on invoices in XeroThe description of the rounding item shown on invoices in Xero. For descriptive purposes only.Default: Invoice Rounding
Only export invoices that have already been exported to another application (eg: Unleashed)If yes, the system will only export invoices and related records that have already been exported to another application.Default: No
Exported orders / invoices when approved or dispatched.Determines when an order / invoice is exported to Xero.Default: Approved
Batch invoices together for export to XeroIf you choose to batch invoices together for export to Xero individual invoices will not be exported. Instead the system will batch invoices together by date and time. You should batch invoices if you issue more than 30 invoices per day or if you have exceeded Xeros transaction limits.Default: No (individual invoices will be sent to Xero). Alternative: Yes (invoices will be batched together by date and time).
Batch credit notes together for export to XeroIf you choose to batch credit notes together for export to Xero individual credit notes will not be exported. Instead the system will batch credit notes together by date and time. You should batch credit notes if you issue more than 30 credit notes per day or if you have exceeded Xeros transaction limits.Default: No (individual credit notes will be sent to Xero).Alternative: Yes (credit notes will be batched together by date and time).
Invoice number prefixThe value entered here will be added to the front on Neto generated invoice numbers when exported to Xero. Leave blank by default.Default: Leave blank
Invoice number minimum lengthThe minimum length of invoice numbers exported to Xero. The system will add leading zeros when the invoice number is less than this number. Leave blank by default.Default: Leave blank
Export SKU breakdown of kitted productsIf set to “Yes” and a product is built from other products (a kit), the system will export the kit breakdown to Xero rather than the top level SKU. Important if maintain stock on a per component level.Default: Yes
Credit Note number prefixThe value entered here will be added to the front on Neto generated credit notes when exported to Xero. Leave blank by default.Default: Leave blank
Credit Note number minimum lengthThe minimum length of credit note numbers exported to Xero. The system will add leading zeros when the credit note number is less than this number. Leave blank by default.Default: Leave blank
Payment transaction ID prefixThe value entered here will be added to the front on Neto generated payment transaction IDs when exported to Xero. Leave blank by default.Default: Leave blank
Payment transaction ID minimum lengthThe minimum length of Payment transaction IDs exported to Xero. The system will add leading zeros when the Payment transaction ID is less than this number. Leave blank by default.Default: Leave blank
Export account credit payments to XeroIf “Yes” payments using account credit will be sent to Xero.Default: Yes
Export Inactive customersIf “yes” customers that are inactive will be sent to Xero.Default: Yes
Import archived customersImport customers from Xero that have been archived.Default: No
Update customer address from XeroWhen importing customers from Xero, update their address in Neto if it does not match the address in XeroDefault: No
Update customers default discount from XeroWhen importing customers from Xero, update their default discount percentage in Neto from the discount defined in Xero.Default: No
Update customer payment terms from XeroWhen importing customers from Xero, update their payment in Neto from those defined in Xero.Default: No
Export inactive products to XeroExport products to Xero even when they are inactive in Neto.Default: No
Import new products from XeroImport any newly added products from Xero.Default: Yes
Import products that have an invalid product codeIf a product code is invalid Neto will strip the invalid characters, still allowing it to be imported.Default: Yes
Import a products approval statusIf “yes” the approval status field in Xero will be imported.Default: No (this allows you to review and add to a product prior to going live on your website)
Import a products active statusIf “yes” the active status field in Xero will be imported.Default: No

Common API Error Messages

ErrorReasonSolution
Document could not be foundThe invoice related to the payment is not yet exported to XeroRun the export invoices task to export invoices to Xero. Provided the invoices are in Xero the payments will automatically be exported on next payment export run.
Invoice not of valid status for modification This document cannot be edited as it has a payment or credit note allocated to itThis error appears when you attempt to modify an invoice that has been paid for.The only way to solve this is to VOID / delete the invoices in XERO and retry. Xero does not allow you to edit paid invoices. You can turn on to only export dispatched orders to Xero, this will reduce the number of times this issue happens as orders are not typically edited after dispatch.
The Total for this document must be greater than or equal to zero.It’s either the price/quantity in one of the line item is less than 0.Change value to greater than 0.
Due date cannot be empty.Xero require the due date on an order / invoice to the populated. Due date is auto populated by Neto however if you remove the due date this error will occurDue date cannot be empty. Add a due date (payment section on order / invoice in Neto)
Account code must be specified The description field is mandatory for each line item.An income account does not exist for one or more invoice lines.Select a default income account to use when one cannot be found on a product level. Go to admin > accounting integration > Xero to select this. OR make sure that you have specified a valid income account for each product in your Neto data base. You can specify an income account under the accounting section of a products edit screen. Note: If you used a previous accounting integration with Neto (Saasu or MYOB) and you have old income account codes specified on products you will also received this error.
Account type is invalid for making a payment to/from.The Xero account mapped to the payment method in Neto is not enabled for payments.Login to our Xero chart of accounts and tick the “enable payments to this account” on each account that you have mapped to a payment method in Neto.
Account could not be found (payments)The payment account in Xero does not have an account code. Or you have not mapped your payment methods in Neto to payment methods in Xero.Add codes (numeric codes) to each account in your Xero chart of accounts. Make sure you have mapped your payment methods in Neto (system setup > payment config) to related accounts in Xero.

  • Last Modified: 23/09/2016 Neto Version: 6.4

     

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