Xero accounting integration

Complete the following steps to integrate Xero with VOGSY:

To view a list of the data values that are synced between VOGSY and Xero, see Synced fields - Xero.

Connect to your accounting software

setup acct integration step 1 before

Before getting started, make sure you have the Support staff role in VOGSY and admin access to your accounting software platform in order to complete the integration.

Select the software to which you want to integrate from the dropdown list and then click Save.

setup acct integration step 1 after

Once you are connected to your accounting software, you will have the following options:

  • Re-authorize VOGSY: If for some reason VOGSY loses its connection to the accounting software, click this button to re-connect.

  • Disconnect: Click this button to drop the connection between VOGSY and the accounting software.

Setting up the integration with VOGSY will require you to grant permission for VOGSY to access your accounting software’s data.

Map ledger accounts

Mapping the relevant VOGSY ledger accounts to your accounting software’s ledger accounts is necessary to synchronize your financial transactions between the two products.

setup acct integration step 5

The list of account mappings display on the Ledger account mapping page. Each mapping can be edited or deleted.

To add new mappings, do the following:

  1. Click Add New Mapping. The Map new ledge accounts form displays.

  2. Click the drop-down list to display the list of VOGSY ledger accounts. These accounts are taken from the data configured in the Revenue types, Costs, and Expense types master tables].

    setup acct integration step 5 1
  3. Select the ledger accounts that you want to map and then click Save. The accounts that you chose will be added to the Ledger account mappings page.

    setup acct integration step 5 2

    When they are added to the page they are unmapped, meaning they have not been matched to a corresponding account from your accounting software.

  4. For each unmapped account, do the following:

    1. click the pencil blue to add the corresponding account from your accounting software.

      setup acct integration step 5 3
    2. Click the dropdown list and select one of the available accounts.

    3. Click check blue. The account is now mapped.

Import organization and contact data

This is an optional step but completing it ensures that the synchronization between VOGSY and your accounting software is as complete and accurate as possible by importing the records of the customers and suppliers stored in your accounting software.

  1. VOGSY will inform you about which categories of data it can import from your accounting software. The options are dependent upon the level of integration that you chose in step 2 of the setup process. A Level 1 integration can import customer contacts, while a Level 2 integration permits you to import both customer and supplier contact data.

    setup acct integration step 7 step 1

    Complete the following fields:

    • Select the default VOGSY payment condition. The options available are extracted from your Payment conditions back office settings.

    • Select the sales tax to use if there is no corresponding setting in your accounting software. The options available are extracted from your VAT types back office settings.

    • Import customers that were created or modified after this date. Set a date here to include only records that were created or updated on or after the date that you specify.

    • Also import customers when they were invoiced after this date. Set a date here to include only the records of customers or suppliers who were invoiced on or after the date that you specify.

      Then click Select organizations to import and VOGSY will display a list of records based on your selection criteria.

    setup acct integration step 7 step 2
  1. For each record that you want to import, do the following:

    1. Select the record’s Import checkbox. It is automatically selected if there are no errors that require your attention.

    2. VOGSY will try to match the organization’s name to an organization in its database. If it finds a match the drop-down will display the Map to organization option. If there is no match, the drop-down will display the Import as a new organization option, which means VOGSY will create a new organization when it imports the record.

      If a new organization is to be created in VOGSY, any unmet requirements for the creation of the organization will be displayed in orange. For example, VOGSY requires an email to be set for an organization will display to alert you to the fact that you will need to supply a contact person’s email address in order to complete the import process. Use the Open in … button to open the record in your accounting software and provide the missing information there.
  2. Click Import.

Synced fields - Xero

The following tables list the data values that are synced between VOGSY and Xero.

Some of the data that is synced displays on a form in VOGSY or the target software. If the data value is associated with a field that displays to the user, the name of the field is listed in the Field name column in bold. If the data value is not associated with a field that displays to the user, the data name is listed in the Field name column in a monospace font. These conventions are used in order to give you a complete understanding of the data that is synced.
The During setup column indicates whether or not the listed item is fetched from Quickbooks Online during the mapping stage of the integration setup. These items are not stored in VOGSY’s database during the setup.

Organization data

Field name During setup VOGSY → Xero Xero → VOGSY

Organization name

check bold

check bold

close thick

Organization email

check bold

check bold

close thick

Customer

check bold

close thick

close thick

Supplier

check bold

close thick

close thick

Organization website

check bold

check bold

close thick

Organization phone number

close thick

close thick

close thick

Organization VAT number

check bold

check bold

close thick

Organization VAT type

check bold

check bold

close thick

Organization payment condition

check bold

check bold

close thick

external_invoice_address_id

close thick

close thick

close thick

To the attention of

close thick

close thick

close thick

Invoice email address 1

check bold

check bold

close thick

Invoice address

check bold

check bold

close thick

Invoice address zipcode

check bold

check bold

close thick

Invoice address city

check bold

check bold

close thick

Invoice address country

close thick

check bold

close thick

Supplier number

close thick

close thick

close thick

Debtor number

close thick

close thick

close thick

Person (Organization Contact) data

Field name During setup VOGSY → Xero Xero → VOGSY

Person name

check bold

check bold

close thick

Person last name

check bold

check bold

close thick

Person email

check bold

check bold

close thick

list of mobile phone numbers

close thick

close thick

close thick

list of landline phone numbers

close thick

close thick

close thick

Address

close thick

close thick

close thick

City

close thick

close thick

close thick

Zipcode

close thick

close thick

close thick

Country

close thick

close thick

close thick

Invoice data

Field name During setup VOGSY → Xero Xero → VOGSY

Project number

close thick

check bold

close thick

Invoice number

close thick

check bold

close thick

Project name

close thick

check bold

close thick

Invoice date

close thick

check bold

close thick

Due date

close thick

check bold

close thick

currency_code

close thick

check bold

close thick

currency_rate

close thick

check bold

close thick

Amounts

close thick

close thick

close thick

Payment condition

close thick

close thick

close thick

Invoice Line data

Field name During setup VOGSY → Xero Xero → VOGSY

Line description

close thick

check bold

close thick

Line amount

close thick

check bold

close thick

VAT amount

close thick

check bold

close thick

VAT type

close thick

check bold

close thick

VAT percentage

close thick

check bold

close thick

Invoice line total

close thick

check bold

close thick

Invoice line quantity

close thick

check bold

close thick

Purchase invoice data

Field name During setup VOGSY → Xero Xero → VOGSY

Project number

close thick

close thick

close thick

Supplier name

close thick

check bold

close thick

Creditor invoice number

close thick

check bold

close thick

Invoice number

close thick

close thick

close thick

Project name

close thick

close thick

close thick

Invoice date

close thick

check bold

close thick

Due date

close thick

check bold

close thick

Currency code

close thick

check bold

close thick

Currency rate

close thick

check bold

close thick

Amount

close thick

close thick

close thick

Inclusive amount

close thick

close thick

close thick

Purchase invoice line data

Field name During setup VOGSY → Xero Xero → VOGSY

description

close thick

check bold

close thick

Amount

close thick

check bold

close thick

vat_amount

close thick

check bold

close thick

vat_type

close thick

check bold

close thick

vat_%

close thick

check bold

close thick

total

close thick

close thick

close thick

quantity

close thick

close thick

close thick

Expenses data

Field name During setup VOGSY → Xero Xero → VOGSY

project_number

close thick

close thick

close thick

employee_id

close thick

check bold

close thick

Project name

close thick

close thick

close thick

Invoice date

close thick

check bold

close thick

Due date

close thick

check bold

close thick

currency_code

close thick

check bold

close thick

currency_rate

close thick

check bold

close thick

Description

close thick

check bold

close thick

Amount

close thick

check bold

close thick

VAT amount

close thick

check bold

close thick

VAT type

close thick

check bold

close thick

vat_%

close thick

check bold

close thick

VAT type data

This data is synced daily.
Field name During setup VOGSY → Xero Xero → VOGSY

Description

check bold

close thick

check bold

Name

check bold

close thick

check bold

Percentage

check bold

close thick

check bold

Second description

check bold

close thick

check bold

Second percentage

check bold

close thick

check bold

Archived

check bold

close thick

check bold

ledger_account_vat_due_key

check bold

close thick

check bold

ledger_account_vat_payable_key

check bold

close thick

check bold

contra_ledger_account_vat_due_key

close thick

close thick

close thick

contra_ledger_account_vat_payable_key

close thick

close thick

close thick

Ledger account data

Field name During setup VOGSY → Xero Xero → VOGSY

Description

check bold

close thick

close thick

Account type

check bold

close thick

close thick

Account number

check bold

close thick

close thick

Distribute to project

check bold

close thick

close thick

Department data

Field name During setup VOGSY → Xero Xero → VOGSY

id

check bold

close thick

close thick

Name

check bold

close thick

close thick

Accounts payable data

Accounts payable and accounts receivable data are only synced to check if the outstanding amounts are paid. For example, project invoices are treated as accounts receivable transactions in Xero. Every night VOGSY checks if the outstanding amount for the account receivable has changed and updates the corresponding account receivable in VOGSY.
Field name During setup VOGSY → Xero Xero → VOGSY

paid_amount

close thick

close thick

check bold

paid_amount_other_currency

close thick

close thick

check bold

Status

close thick

close thick

check bold

Accounts receivable data

Accounts payable and accounts receivable data are only synced to check if the outstanding amounts are paid. For example, project invoices are treated as accounts receivable transactions in Xero. Every night VOGSY checks if the outstanding amount for the account receivable has changed and updates the corresponding account receivable in VOGSY.
Field name During setup VOGSY → Xero Xero → VOGSY

received_amount

close thick

close thick

check bold

received_amount_other_currency

close thick

close thick

check bold

Status

close thick

close thick

check bold

Journal entries data

Field name During setup VOGSY → Xero Xero → VOGSY

ledger_account

close thick

close thick

close thick

amount

close thick

close thick

close thick

amount_other_currency

close thick

close thick

close thick

description

close thick

close thick

close thick

currency_key

close thick

close thick

close thick

currency_rate

close thick

close thick

close thick

department_key

close thick

close thick

close thick

holding_key

close thick

close thick

close thick

company_key

close thick

close thick

close thick

Payment conditions data

Field name During setup VOGSY → Xero Xero → VOGSY

Name

close thick

close thick

close thick

Days till Due Date

close thick

close thick

close thick

Invoice text

close thick

close thick

close thick

Book entry data

Field name During setup VOGSY → Xero Xero → VOGSY

Journal

close thick

close thick

close thick

Book entry number

close thick

close thick

close thick

year

close thick

close thick

close thick

period

close thick

close thick

close thick

journal_entries

close thick

close thick

close thick

date

close thick

close thick

close thick

holding_key

close thick

close thick

close thick

company_key

close thick

close thick

close thick

department_key

close thick

close thick

close thick