How to Set Up Xero

1. Connect to your Xero account

  • Click on Account>Integrations.

 

  • Click on the Connect to Xero button under Xero – Non-Certified tab.

 

2. Sync Setup

  • You will now be led back to the TimeSolv app where you can now view and click on the Sync Setup tab. This step is required if you are syncing for the very first time.

 

3. Enable Client Sync

  • You need to first sync over TimeSolv Clients as Contacts into Xero. Click to enable the box.

 

  • After enabling Client Sync, click Save.

 

4. Map Clients

  • Click on the Review the mapping of TimeSolv Clients to existing Xero Contacts link.

 

  • Download and review the Excel file and look for any TimeSolv Clients being added to Xero that should match to an existing Xero Contact but have different names. Correct any mismatches in either TimeSolv or Xero and download/review the Excel file again. If there is no corresponding Xero Contact, the Xero column will be empty. If there is no corresponding TimeSolv Client to a Xero Contact, then no action will be made for that entry.

 

  • An example below shows a sample Excel file.

 

1. Matched – TimeSolv client and corresponding Xero contact are already matched together
2. Mapped – TimeSolv and Xero records have been linked in TimeSolv and TimeSolv knows (through Xero’s unique id) which Xero record it has been connected to. A TimeSolv and corresponding Xero record may be mapped prior to sync i.e. the matched records’ status changes to mapped when the user clicks on ‘Confirm Mappings’ button on the respective mapping screen. Otherwise, once a record has been synced over to Xero, it is also mapped because we store the Xero Id in TimeSolv.
3. Will remain in Xero unmatched – a contact in Xero does not have a corresponding client to match within TimeSolv. The contact will remain in Xero, but it will not be mapped with a TimeSolv client.

  • Client names having two consecutive spaces will be replaced by a space and an underscore character to avoid overwriting the contact in Xero with same contact name but with single space characters. e.g. Clients name ‘John  Smith’ in TimeSolv will be synced/matched to Xero Contact ‘John _Smith’.
  • Next, click on Confirm Mappings button when you are sure the correct mappings are in place.

 

  • Note:

‘ARCHIVED’ clients in Xero cannot be updated. So make sure that they are ‘Active’ before mapping and syncing.
Inactive Clients in TimeSolv are synced as ‘Active’ contacts in Xero because of the above statement.
‘Prospect’ clients in TimeSolv are NOT synced to Xero.

 

  • Click ‘Back‘ to return to Sync Setup screen.

 

5. Sync Clients

  • Click on Sync tab.

 

  • Click on Sync to Xero button.

 

  • A live sync log will start and it will show you a full list of all Clients synced as Contacts.

  • The live sync log only shows the most recent 50 log entries. Once the sync is finished, the user shall be able to download an excel file containing all the log entries.
  • To sync invoices, click on the Sync Setup tab.

 

6. Enable Invoice Sync

  • Click on Enable Invoice Sync checkbox for setup.

 

  • Configure the following accounts:

a) Fees Account – Select a ‘Sales’ type Xero account to record fees in. You can create a new Xero account by clicking on the plus (+) icon. This dropdown list shows Xero accounts of types ‘Sales’ and ‘Revenue’. You can create a new Xero account by clicking on the plus (+) icon.

b) Unspecified Expenses Account – Select a Xero account to record unspecified expenses in. These are the expense entries for which the expense code was not selected in the Expense Entry in TimeSolv App. For example, if you reimburse such expenses from your clients, select an account of the type ‘Current Asset’. Otherwise, if you are charging your clients for such expenses, they are your revenue. So select an account of type ‘Revenue’. NOTE: Some organizations record them in ‘Expense’ type Xero accounts. However, to let you select the desired Xero account, this list includes Xero accounts of types ‘Current Asset’, ‘Revenue’, and ‘Expense’. You can create a new Xero account by clicking on the plus (+) icon.

c) Interest Income Account – Select a ‘Revenue’ type of Xero account to record interest income in. You can create a new Xero account by clicking on the plus (+) icon.

 

  • Click Save.

 

7. Map Invoices

  • Click on the Review the mapping of TimeSolv invoices to existing Xero Invoices link.

 

  • Click to download Excel file showing the sample of current TimeSolv Invoices mapped to Xero Invoices.

 

  • Review the Excel file to ensure that any existing invoices in Xero match to the correct corresponding invoices in TimeSolv. If there are any mismatches, please edit the invoices in Xero to make the invoice numbers the same as in TimeSolv. If you make any corrections, please download and review the file again to ensure the data is correct. Once the Excel file is correct no further action is necessary. For assistance please contact TimeSolv Support.

 

  • Click Back to return to the Sync Setup screen.

 

8. Map Expense Codes

  • Click on Map TimeSolv Expense Codes to Xero Accounts link.

 

  • User will get a full list of your TimeSolv Expense Codes that can be mapped to the expense accounts in Xero. Click Save.

 

7. Sync Invoices

  • Click on the Sync tab, then click on Sync to Xero button.

 

  • A live sync log will start and it will show you a full list of all invoices synced to Xero.

  • The live sync log only shows the most recent 50 log entries. Once the sync is finished, the user shall be able to download an excel file containing all the log entries.
  • Return to Sync Setup tab to sync payments and credits.

 

8. Enable Payment/Credit Sync

  • Click on Enable Payment/Credit Sync checkbox

 

  • Configure the following accounts:

a) Payments Account. Select a ‘Current Asset’ or ‘Bank Account’ type Xero account to record received payments in. You can create a new Xero account or type ‘Current Asset’ by clicking on the plus (+) icon. NOTE: Make sure that the selected ‘Current Asset’ type account has ‘Enable Payments to Account’ enabled in Xero.

b) Credit Notes Account. Select a ‘Sales’ or ‘Revenue’ type Xero account which has ‘Enable Payments to Account’ checked, to record Write-Offs and Credit Memos in.

 

 

  • Click Save.

 

9. Map Accounts

  • Click on Map TimeSolv Bank Accounts to Xero Bank Accounts link.

 

  • Link up the appropriate TimeSolv Operating – Trust Default account with the Xero Operating – Trust Default Operating account, and the  TimeSolv Operating Trust account with the Xero Operating Trust account, and likewise for TimeSolv Trust account and Xero Trust account.

 

  • Click Save and then Back.

 

10. Review Mapping of Payments

  • Click on Review the mapping of TimeSolv Payments to existing Xero Prepayments link.

 

  • Download Excel file to review Payment mappings. Review the Excel file and look for any TimeSolv Payments being added to Xero that should match to an existing Xero Bank Transaction. Correct any mismatches in either TimeSolv or Xero and download/review the Excel file again.

 

  • Use the Confirm Mappings button to connect your TimeSolv Payments to Xero Bank Transactions.

 

  • Click Back.

 

 

11. Review Mapping of Credits

  • Click on Review the mapping of TimeSolv Credits to existing Xero Credit Notes link.

 

  • Download Excel file of Credit mappings.

 

  • Review the Excel file and look for any TimeSolv Credits being added to Xero that should match to an existing Xero Credit Note. Correct any mismatches in either TimeSolv or Xero and download/review the Excel file again.
  • Use the Confirm Mappings button to connect your TimeSolv Credits to Xero Credit Notes:

 

  • Click Back.

 

12. Map Allocations

  • Click on Review the mapping of TimeSolv Payment/Credit Allocations to existing Xero Allocations link.

 

  • Download Excel file for Allocations mapping.

 

  • Review the Excel file and look for any TimeSolv Allocations being added to Xero that should match to an existing Xero Payment. Correct any mismatches in either TimeSolv or Xero and download/review the Excel file again.

 

  • Use the button Confirm Mappings to connect your TimeSolv Allocations to Xero Payments.

 

13. Sync Payments & Credits

  • Click on the Sync tab.

 

  • Click on Sync to Xero button.

 

  • A live sync log will start and it will show you a full list of all payments/credits synced to Xero.

  • The live sync log only shows the most recent 50 log entries. Once the sync is finished, the user shall be able to download an excel file containing all the log entries.
  • Return to Sync Setup tab to now sync trust transactions.

 

14. Enable Trust Transaction Sync

  • Click on Enable Trust Transaction Sync.

 

  • Select a Trust/Retainer account from the dropdown list of accounts in Xero that you will be syncing the information over to. The values in the drop down are the bank accounts that are set up in the Xero App. If the required bank account does not exist in Xero, click on the New Xero Bank Account link to create a new one.

 

  • Click Save.

 

15. Map Accounts

  • Click on Map TimeSolv Bank Accounts to Xero Bank Accounts.

 

  • Link up the appropriate TimeSolv Operating – Trust Default account with the Xero Operating – Trust Default Operating account, and the  TimeSolv Operating Trust account with the Xero Operating Trust account, and likewise for TimeSolv Trust account and Xero Trust account.

 

  • Click Save and then Back.

 

16. Review Mapping of Trust Deposits/Disbursements

  • Next, you’ll need to check the mapping of Trust Deposits/Disbursements by clicking on Review Mapping of Trust Deposits/Disbursements to existing Xero Bank Transactions.

 

  • Download and review the Excel file and look for any TimeSolv Trust Transactions being added to Xero that should match to an existing Xero Bank Transactions. Correct any mismatches in either TimeSolv or Xero and download/review the Excel file again.

-Mapped: bank accounts are already mapped to the Xero App.

-Will be added to Xero: bank accounts will be added to Xero once the sync process is completed.

  • Once you are certain that the correct mapping will take place, use the Confirm Mappings button to connect your TimeSolv Trust Transactions to Xero Bank Transactions.

 

  • Click Back.

 

17. Review Mapping of Trust Transfers

  • Next step is to Review the mapping of TimeSolv Trust Transfers to existing Xero Bank Transfers. 

 

  • On the following page, download the Excel file in order to review the mapping. Review the Excel file and look for any TimeSolv Trust Transfers being added to Xero that should match to an existing Xero Bank Transfer. Correct any mismatches in either TimeSolv or Xero and download/review the Excel file again.

 

  • Click on the Confirm Mapping button to save the changes.

 

  • Click Back.

 

18. Sync Trust Transactions

  • Click on the Sync tab.

 

  • Click on Sync to Xero button.

 

  • Once the process starts, a live log will be displayed for the user’s information.

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