Configuring the Integration

Configuration

You will need to ensure you have a valid Xero configuration in order for the integration to work properly.

Click on the Edit button to head to the Xero Integration Settings page.

Default Sales Account

This is the account that will be used, by default, when creating invoices in Xero. You can set this for each Charge Item as well but a default must be set even if you set an account for each Charge Item.

New Invoice Status

When Astalty creates invoices in Xero, you can choose which status you would like to have them created with. We recommend leaving this as Draft until you are familiar with the Xero integration. You will then simply log in to Xero after finalising an Invoice Batch and approve all of those draft invoices.

Sync Invoices Automatically

If you do not want Astalty to automatically sync the invoices when you finalise an Invoice Batch, simply untick this option and you will be given the option to sync invoices after you finalise the batch.

Sync Invoice Comments to Xero

Tick this option to have the comments on your invoices added to the matching Xero invoice as history notes. Comments on an invoice that isn't in Xero yet go across when its batch is synced; on an invoice already in Xero, a new comment is sent straight away. It is off by default, and only applies to comments on individual invoices — batch comments never sync. See Syncing Invoice Comments to Xero.

Advanced Settings

You can find these settings by going to your Xero integration (click here) and selecting the “Edit” option, then navigating to “More”.

Changing the Invoice Contact

You can now opt to change the Contact that is used to create Plan Managed invoices via the integration, from Plan Manager to Participant.

Send NDIA Invoices

Send NDIA invoices sends NDIA managed invoices to Xero alongside your plan and self managed ones. It is off by default, and Astalty recommends leaving it off.

With it off, NDIA managed invoices never reach Xero. You reconcile the NDIA batch in Astalty against the receipt file, which tells you how much the NDIA paid, and record that total in Xero as a single Receive Money transaction. See Reconciling NDIA Payments.

Why NDIA Invoices Are Kept Out of Xero

Astalty reconciles NDIA claims line by line from the receipt file, which is the only thing that matches how the NDIA actually pays:

• The NDIA rejects claims individually. An invoice commonly comes back part paid, with the rejected charges fixed and re-claimed in a later bulk upload file. The invoice in Xero keeps showing its full amount until every line has been paid, across however many attempts that takes.
• A claim can come back OPEN, then be paid in a later deposit — splitting one invoice across two receipt files.
• Nothing reconciles itself. Astalty never brings a Xero payment back onto an NDIA managed invoice — that exclusion applies whatever this setting says — and payments never travel from Astalty to Xero. Turning it on means reconciling twice: once in Astalty from the receipt file, and again by hand in Xero.
• Every NDIA invoice uses one contact. Astalty creates them in Xero against a single contact named NDIA, so one deposit covering a whole batch has to be split across those invoices manually.

Charge Item Settings

Sales Account

You can choose to have each Charge Item map to a different sales account than the default you have selected.

Tracking Categories

You have the option to assign a tracking category and option to each Charge Item. If you are not using tracking categories in Xero, you can ignore this option.