Xero accounting integration

Complete the following steps to integrate Xero with VOGSY:

Connect to your accounting software
If you have activated Level 2 or higher, Map ledger accounts
Import organization and contact data

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

Connect to your accounting software

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.

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.

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:

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

When they are added to the page they are unmapped, meaning they have not been matched to a corresponding account from your accounting software.
For each unmapped account, do the following:
1. click the to add the corresponding account from your accounting software.
2. Click the dropdown list and select one of the available accounts.
3. Click . 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.

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.

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.

For each record that you want to import, do the following:

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

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.

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

Organization email

check bold

Customer

check bold

Supplier

check bold

Organization website

check bold

Organization phone number

Organization VAT number

check bold

Organization VAT type

check bold

Organization payment condition

check bold

external_invoice_address_id

To the attention of

Invoice email address 1

check bold

Invoice address

check bold

Invoice address zipcode

check bold

Invoice address city

check bold

Invoice address country

check bold

Supplier number

Debtor number

Person (Organization Contact) data

Field name During setup VOGSY → Xero Xero → VOGSY

Person name

check bold

Person last name

check bold

Person email

check bold

list of mobile phone numbers

list of landline phone numbers

Address

City

Zipcode

Country

Invoice data

Field name During setup VOGSY → Xero Xero → VOGSY

Project number

check bold

Invoice number

check bold

Project name

check bold

Invoice date

check bold

Due date

check bold

currency_code

check bold

currency_rate

check bold

Amounts

Payment condition

Invoice Line data

Field name

During setup

VOGSY → Xero

Xero → VOGSY

Line description

check bold

Line amount

check bold

VAT amount

check bold

VAT type

check bold

VAT percentage

check bold

Invoice line total

check bold

Invoice line quantity

check bold

Purchase invoice data

Field name

During setup

VOGSY → Xero

Xero → VOGSY

Project number

Supplier name

check bold

Creditor invoice number

check bold

Invoice number

Project name

Invoice date

check bold

Due date

check bold

Currency code

check bold

Currency rate

check bold

Amount

Inclusive amount

Purchase invoice line data

Field name During setup VOGSY → Xero Xero → VOGSY

description

check bold

Amount

check bold

vat_amount

check bold

vat_type

check bold

vat_%

check bold

total

quantity

Expenses data

Field name During setup VOGSY → Xero Xero → VOGSY

project_number

employee_id

check bold

Project name

Invoice date

check bold

Due date

check bold

currency_code

check bold

currency_rate

check bold

Description

check bold

Amount

check bold

VAT amount

check bold

VAT type

check bold

vat_%

check bold

VAT type data

This data is synced daily.

Field name During setup VOGSY → Xero Xero → VOGSY

Description

check bold

Name

check bold

Percentage

check bold

Second description

check bold

Second percentage

check bold

Archived

check bold

ledger_account_vat_due_key

check bold

ledger_account_vat_payable_key

check bold

contra_ledger_account_vat_due_key

contra_ledger_account_vat_payable_key

Ledger account data

Field name

During setup

VOGSY → Xero

Xero → VOGSY

Description

check bold

Account type

check bold

Account number

check bold

Distribute to project

check bold

Department data

Field name During setup VOGSY → Xero Xero → VOGSY

id

check bold

Name

check bold

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

check bold

paid_amount_other_currency

check bold

Status

check bold

Accounts receivable data

Field name During setup VOGSY → Xero Xero → VOGSY

received_amount

check bold

received_amount_other_currency

check bold

Status

check bold

Journal entries data

Field name During setup VOGSY → Xero Xero → VOGSY

ledger_account

amount

amount_other_currency

description

currency_key

currency_rate

department_key

holding_key

company_key

Payment conditions data

Field name

During setup

VOGSY → Xero

Xero → VOGSY

Name

Days till Due Date

Invoice text

Book entry data

Field name During setup VOGSY → Xero Xero → VOGSY

Journal

Book entry number

year

period

journal_entries

date

holding_key

company_key

department_key