Please read this article carefully to understand how the Xero integration works with SimpleClinic. If you are unsure of any aspect of this article, please contact firstname.lastname@example.org where our team can provide any technical support. However, any financial or accounting related questions will need to directed to an accountant or bookkeeper.
Deleting Invoices: If you delete an invoice in SimpleClinic this will void the invoice in Xero. Voiding an invoice is unrecoverable, you CANNOT unvoid a voided invoice.
Hiding Invoices: When hiding an invoice in SimpleClinic, it will also void the invoice in Xero. If you hide and then UNHIDE an invoice in SimpleClinic, this will NOT unvoid the invoice in Xero.
The Xero Integration will allow invoices and orders to be sent to Xero automatically. This will happen every five to ten minutes after an invoice or order has been modified. There is no action required on your part for this to happen.
Payments will sync across if you are using a Settlement account.
If you are matching invoices, payments will not be sent across.
When an invoice is sent to Xero, SimpleClinic will:
Create the contact if the contact does not already exist in Xero.
Create an invoice for the contact in Xero based on the SimpleClinic category to Xero linkage.
Add a payment to the invoice created in Xero with the funds going to the nominated settlement account (unless you have chosen to match invoices) to await your bank reconciliation.
The following diagram illustrates the Xero records SimpleClinic will create.
Linking SimpleClinic & Xero:
The first step is to link SimpleClinic to Xero. You can do this from Business Setup -> Integrations
When you click the Connect button you will be directed to Xero to login and provide permission for SimpleClinic to utilise your Xero account.
Once you are logged in from the list of organisations choose the relevant organisation. Do not connect to a Demo organisation as this is NOT supported in the integration.
Changing the organisation later may require you to reconfigure the integration.
After choosing the organisation you will be returned to the SimpleClinic page where you can configure the integration.
The top section of the page is read only and contains information about the Xero organisation we are linking to. This will be based on the organisation you chose when you initially logged into Xero. If information is missing, this is because the information is NOT in your Xero account.
In Step 1: Make Sure Accounts are Set Up in Xero
We REQUIRE the following accounts:
Revenue account: unless overridden by a product category mapping setup in Step 3 a revenue account is needed to create new invoices.
Rounding account: if we need to allow for rounding (most often due to discounts) this is the account rounding will be coded to. Amounts in your rounding account should be very small.
Purchases account: orders you create in SimpleClinic will be coded to this account by default.
Settlement account: a settlement account is optional and only needed if you will be using a clearing account to automatically pay invoices in Xero.
In Step 2: Configure Account Mappings you will be able to match the accounts we need to the relevant accounts in Xero. Each of the required accounts will give you an option to choose a matching account from Xero.
All options will require a mapping. We will hint which options match by filtering the select box to show only the relevant accounts.
Also in Step 2 you can choose your Bank Reconciliation Method.
This will either be through a Clearing Account or through Matching Invoices. Talk to your book keeper or accountant to see which they prefer. The option for Clearing Account is disabled if no Settlement Account was detected.
In Step 3: Optionally Map Product Categories to Specific Revenue Accounts you can choose to override the default mapping setup in Step 2 for products that match a specific product category.
Using this option gives you more control over how your sales will map to Xero revenue accounts for enhanced reporting from Xero.