How to Integrate Xero Accounting And Start Processing Transactions on Uphance

Prerequisites

Add Xero to Uphance

Configure Xero App

Login to Your Xero Account

Accounting Configurations And Mapping

Accounting Configurations by Channel

Xero Card Fee Account Code

Shopify And The Iconic Marketplace Sales

Direct Costs Mapping

Bank Account

Tracking Categories

Automatic Syncs

Tax Rates Correspondence/Mapping

Pushing Invoices to Xero Accounting And Pulling Payments to Uphance

Activity Logs

Disconnecting Xero

Connecting your Uphance account to your Xero Accounting account will effectively allow you "push" invoices from Uphance into Xero. This is essential for accurate bookkeeping for all your channels. Uphance can also periodically query Xero to add payments to your invoices based on payments already recorded in Xero.

When an invoice is pushed from Uphance to Xero, Uphance assigns the nominal account codes to the product and shipping components of the invoice. You can choose the nominal account codes to use from the Xero settings page. (Figure 4)

You can also override the product sales nominal account code on a customer-by-customer basis by editing the specific customer details.

How to Integrate Xero Accounting And Start Processing Transactions on Uphance

Here’s how to easily integrate Xero and Uphance.

Prerequisites:

To integrate Xero Accounting to your Uphance account, you’ll need to have an active subscription with the accounting solution and have your login credentials in place.

Add Xero to Uphance

To add Xero Accounting to your Uphance Account;

  • Navigate to the Apps section from the left-hand side of your Uphance dashboard.

  • Click the All Apps button and Locate Xero from the list of Apps and Integrations available.

Configure Xero App

Once you’ve added Xero to your Uphance account, you’ll need to configure it to function as expected.

  • Navigate to Apps and locate the Xero App from your list of apps.

  • Click the Configure button on the Xero app tab.

  • From the Configurations panel, click the Connect to Xero button to continue linking with Uphance.

Login to Your Xero Account

To Continue linking your Xero account with Uphance;

  • Click the Connect to Xero button. This should redirect you to a Xero login page.

  • Enter your Xero login credentials. Click the Login button to proceed.

  • Once you’ve logged in, you’ll be prompted to sign in to your Xero account. If you’re already signed in to your Xero account on the same browser, you should be prompted to select your organization to proceed.

  • Select your organization and click Allow access to proceed. At this point, you should be redirected to the Uphance app.

Accounting Configurations And Mapping

To fully maximize the benefits of Xero, you’ll need to configure the Uphance App and optimize its functionality.

Accounting Configurations by Channel

You’ll need to configure all your channels on Uphance to accurately record your accounting information and categories. For instance, for each channel you have, you’ll need to correctly map the Invoices Account, Deposit Account, COGS Account, and Shipping Charges Account on Uphance to their corresponding accounts on Xero.

To do this;

  • From your Xero Configurations panel, navigate to the Accounting Configurations section.

  • Locate the relevant channel on the left-hand side of the Accounting Configurations section and select the corresponding Xero accounts for the Invoices Account, Deposit Account, COGS Account, and Shipping Charges Account categories in this section.

Xero Card Fee Account Code

This will effectively help you categorize card fees from your Uphance transactions on Xero. To select a code;

  • Navigate to the Xero card fee account code and select from the list available.

  • Navigate to the end of the section and click the Save button to confirm your changes.

Shopify And The Iconic Marketplace Sales

Uphance’s integration with Xero allows you to either record all sales from Shopify or The Iconic Marketplace, or consolidate sales by brand.

To Change this configuration;

  • Navigate to the Shopify Sales section in your Xero Accounting configuration panel.

  • Select either All Sales or Sales consolidated by brand option. Choosing to consolidate sales by “brand” will allow you to select a customer for each brand.

  • Navigate to the end of the section and click the Save button to confirm your changes.

Direct Costs Mapping

This section allows you to align your direct costs with nominal codes in Xero. For instance, you can assign codes for your account receivables, accounts payables, and sales tax. For direct costs mapping, you’ll need to;

  • Scroll to the Direct Costs section.

  • Select the direct costs you’d like to assign codes for.

  • Navigate to the end of the section and click the Save button to confirm your changes.

Bank Account

You can assign Xero codes to your bank account types on Xero. For instance, you can assign codes for your Business Banking Account and your Business Savings Account. To do this;

  • Navigate to the Bank Account section of your Xero Accounting configuration panel.

  • Select the Relevant Bank Account type.

  • Navigate to the end of the section and click the Save button to confirm your changes.

Tracking Categories

The tracking categories section will help you align the category for tracking transactions on Xero. For instance, you can align the region to be your country, company, or brand. To do this;

  • Scroll to the Tracking Categories section.

  • Click the Region drop menu and select an option.

  • Navigate to the end of the section and click the Save button to confirm your changes.

Automatic Syncs

You can set your Xero accounting integration with Uphance to automatically sync your new invoices and payments. This will allow Xero to automatically pull payments to Uphance, and push payments to the accounting platform. To do this;

  • Navigate to the bottom of the Accounting Configurations tab.

  • Tick the Sync invoices and payments automatically button.

  • Navigate to the end of the section and click the Save button to confirm your changes.

Tax Rates Correspondence/Mapping

You’ll need to correctly map your Tax rates on Uphance to align with the rates you already have on your Xero account. To do this;

  • Locate the Tax Rates Correspondence tab.

  • You’ll need to align corresponding Xero tax rates for your Sales and Vendor invoices separately.

  • Navigate to the left-hand side of this section to align your Xero tax rates for Sales. You’ll need to examine the different tax rates on Uphance and set their corresponding rates on Xero. Note that these rates need to be set on Xero before the configuration on Uphance.

  • Navigate to the right-hand side of this section to align your Xero tax rates for vendor invoices. Similarly, you’ll need to examine the different tax rates on Uphance and set their corresponding rates on Xero. Note that these rates need to be set on Xero before the configuration on Uphance.

  • Scroll to the end of the Tax Rates Correspondence tab and click the Save button to confirm your changes.

Pushing Invoices to Xero Accounting And Pulling Payments to Uphance

You can also see how many Invoices and Credit Notes have been "pushed" to Xero and how many Payments have been "pulled" from Xero. At this point, you can "push remaining" invoices/credit notes to Xero or "pull" payments from Xero. If you do not want to do this for all of them, you can open each invoice one by one and perform the action from there.

Activity Logs

It may take a while for transactions to sync up with your Xero account. You can monitor the status from the same Xero configurations page as shown below. The "Activity Logs" at the bottom show you which invoices are failing (if any). A message tab on the right-hand side of the Activity Logs section shows why the invoices failed.

Disconnecting Xero

If you need to use Uphance without Xero Accounting, you can disconnect or disable the integration. To do this;

  • Scroll to the top of the Xero Integration panel.

  • Locate and click the Disconnect from Xero button to disable the integration.

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