Xero support documentation

Add third party software

From the side navigation, select ARM > Administration > API settings > Add.

In this step, you are selecting which software your account belongs to. Specify an account name for easy identification. It is necessary to create an organisation link.

The initial data transfer options for contacts/staff/leave/payroll are only applicable to the self-client business. They will be hidden should anything other than the self-client business be selected.

Add organisation link

Account names can be edited by selecting the ‘Edit’ icon. Organisation links represent actual connections between organisations in MYP and the software that will be used to transfer data.

Select API settings > Organisation link

Click the ‘Add organisation link’ small light blue button:

Xero organisation link set-up – non payroll related

When ‘No’ is selected, payroll related options will be hidden (staff, payroll, leave).

Select ‘Account name’ from the drop-down menu.

As the self client business is not selected as the organisation to link to Xero, the initial data transfer options have been hidden. This is because contacts/staff/leave/payroll are only applicable to the self client business. If you are setting up a subsequent organisation link, you will be taken straight to the Authorise Application page in Xero.

Xero organisation link set-up – payroll related

Take note of the options associated with ‘Include payroll’. When ‘Yes’ is selected, all options will be available (the following screenshot was taken with maximum number of options).

Authorising Xero

Select ‘confirm’.

A new screen will open linking to the Xero login screen.

Once logged in, select the correct ‘Organisation’ in Xero, then select ‘Authorise’.

When creating an ‘Organisation link’ with payroll and if the payroll is not enabled in Xero, the following warning from Xero authorisation page will display. If the link was created without the payroll option in the API setting and the payroll is not enabled in Xero, the user will still be able to pull/push contacts and pull financial data without seeing the following warning from Xero.

Importing financial data

Xero P&L account mapping

Financial data from Xero need to be mapped to the standard MYP accounts for benchmarking purposes.

Select API settings > Organisation link

Click the ‘Profit & loss’ button:

Map the P&L accounts against the Standard head account and Standard sub-account:

Xero Balance Sheet account mapping

Financial data from Xero need to be mapped to the standard MYP accounts for benchmarking purposes.

Select Administration from the side navigation then API settings > Organisation link

Click the ‘Balance sheet’ button:

Map the Balance Sheet accounts against the Standard head account and Standard sub-account:

Pay rates

Pay rates need to be customised in PocketWatch to link them to Xero’s pay rate types so that rates can be transferred accurately.

Select Pay Rates > Account

Link ‘Pay rate type’ to ‘Software pay rate type’.

Select ‘Save’.

Allowances

Allowances need to be customised in PocketWatch, to link them to Xero’s allowance types, so that allowances can be transferred accurately.

Select Allowance > Account

Link ‘Allowance type’ to ‘Software allowance type’.

Select ‘Save’.

Administrator structure

The user can specify what entities are transferred daily to and from their external organisations.

Only links related to the self client business will appear here because contacts/staff/leave/payroll can only be transferred to your own organisation. It is only possible to select one source to daily import data from.

Staff links

Contacts, staff, leave and payroll are linked automatically behind the scenes when they are imported or exported. Staff links can be manually added/adjusted in this section.

Select Administration from the side navigation then API settings > Staff links > Account

Any staff not mapped will be due to Xero employee requirements e.g. they were missing a birthdate (users are notified of this by email. Refer ‘Background transfers’). ‘Staff Links’ area has an option to use either the primary or secondary email address to sync with.

Leave type links

Leave types need to be customised in 94six, to link them to Xero’s leave types, so that leave can be transferred accurately. The leave types in Xero do not change. Only standard leave types transfer. Customised Xero leave types will not transfer.

Select Leave type links > Software > Software leave type:

Background transfers

Any long running data transfer will occur in the background and the user will be notified by email when completed with a summary of the data transferred.

Xero contact fields

A contact in Xero can translate to either a contact or an organisation in MYP. It depends on whether the Xero contact has any sub-contacts or not. If there are sub-contacts, it is treated like an organisation. This means that different fields can come across under different circumstances e.g. we store email addresses for contacts but not for organisations.