This document describes the XERO configuration in mycloud.
This document is divided into the following sections : 

1. Getting Started
1.1 XERO Configuration

2. User Guide
2.1 Import Debtor accounts from XERO
2.2 Import GL accounts from XERO
     2.3 Export Debtors and Sales to XERO 

XERO configuration 

Getting Started 

Configure XERO 

Open XERO configuration screen from mycloud System Admin => Accounting interfaces => XERO Accounting. Image 1.01 

(Image 1.01) 

1. Activate Interface: Check this flag to activate XERO accounting.
2. Debtor accounting: If hotel wants to export invoices to XERO then “Debtor accounting” flag must be “ON”.
3. Export multiple transactions in a single invoice: If hotel wants to export a single invoice for each debtor account for multiple transactions in a single date then “Export multiple transactions in a single invoice” must be “ON”.
4. Sales journal:If hotel wants to export journals/sales to XERO then “Sales journal” must be “ON”.
5. Connection status : If the current hotel is not connected to any company then the connection status shows “Not connected to any company”.
There could be two reasons of not connecting to any company:
1: The given “Consumer key” and “Consumer secret” are not valid OR
2: The access token has been expired.
 XERO connection can be regained by clicking on “Connect to XERO” button. In this case screen 1.02 appears to the user for the authorization of the company. 

(Image 1.02) 

User will enter credentials here to authorize the respected company.
As user clicks on login next screen will be opened to user for selecting respected company as shown in next screen 1.03. 

(Image 1.03) 

User selects the respected company and clicks on “Authorise”. 

(Image 1.04) 

Image 1.04 shows the successful connection to XERO and company name.
Now users are ready to work with XERO interface for importing accounts, contacts, exporting sales and debtor invoices.
If the hotel is connected to XERO then on opening the interface screen then screen shown in image 1.04 will be opened.
If hotel is connected to XERO then authorized user can disconnect from XERO at any time. After this no user can work on XERO functions.
 A valid connection made with XERO lasts for 30 minutes, after 30 minutes authorized user has to renew the connection from interface screen. 

User Guide 

Screen 1: Import Debtor accounts from XERO 

(Screen 1.01) 

* If XERO is enabled for “Debtor accounting” then “Debtor account setup” screen will have a button “Import accounts from XERO” as highlighted in screen 1.01.
* “Debtor account setup” screen can be reached from mycloud System Admin => Parameter setup => Debtor account setup.
* On click on “Import contacts from XERO” screen 1.02 will be opened for importing XERO contacts in mycloud.
* This screen shows all contacts defined as “Customer” and “Supplier” in XERO contacts.
* User can import the contacts that are marked as “Customer” and status as “ACTIVE”.
 * After import the selected contacts will be created in mycloud. The mapping between mycloud debtor accounts and XERO accounts will be kept in “Remarks” fields of mycloud debtor accounts. This field will have the XERO account name and this field will be used while exporting “Invoices” to XERO. 

(Screen 1.02) 

* This is one time activity at the time of XERO configurations and after that if there is any modification in contacts of XERO (on XERO side), then the only modified contact can be imported.
 * If the connection between mycloud and XERO is not active, then user will get following message on screen with blank contacts list. In this case authorized user has to connect to XERO from System Admin => Interfaces Configuration => XERO => Connect to XERO. The steps to make a connection to XERO are defined in XERO-UserGuide-v1.0.0.8.pdf 

Screen 2: Import GL accounts from XERO 

(Screen 1.03) 

* If XERO is enabled for “Sales Journal” then “GL account setup” screen will have a button “Import accounts from XERO” as highlighted in screen 1.03.
* “GL account setup” screen can be reached from mycloud System Admin => Parameter setup => Revenue charge setup => Define GL accounts.
* On click on “Import accounts from XERO” screen 1.04 will be opened for importing XERO accounts in mycloud.
* This screen shows all accounts in XERO accounts.
* User can import the accounts that are marked status as “ACTIVE”.
 * After import the selected accounts will be created in mycloud. In mycloud the accounts will be created with the same CODE as defined in XERO. So mycloud GL account id will be equal to the XERO’s CODE value. 

(Screen 1.04) 

* This is one time activity at the time of XERO configurations and after that if there is any modification in accounts of XERO (on XERO side), then the only modified account can be imported.
 * If the connection between mycloud and XERO is not active, then user will get following message on screen with blank contacts list. In this case authorized user has to connect to XERO from System Admin => Interfaces Configuration => XERO => Connect to XERO. The steps to make a connection to XERO are defined in XERO-UserGuide-v1.0.0.8.pdf 

Screen 3: Export Debtors and Sales to XERO 

(Screen 1.05) 

* User can export debtors and sales to XERO from “Export debtors / sales” menu on mycloud PMS => Front desk. Screen 1.05. 

(Screen 1.06) 

* screen shows one year’s date wise transactions availablity for export.
* Screen has three inputs:
1. Year
2. Export Debtors
3. Export Sales
* “Export Debtors” will be enabled if XERO configuration has “Debtor accounting” flag “ON”.
* “Export Sales” will be enabled if XERO configuration has “Sales Journal” flag “ON”.
* Green cells represents the dates that have transactions for export.
 * On double click on green cell the export screen opens as shown in screen 1.07 

(Screen 1.07)

* Export accounts screen shows all the transactions related to a single date (double click cell’s date). These transactions are from all debtor accounts.
* After successful export the same invoice/sales can be checked on XERO accounts portal.

A. To check debtors : Go to "Accounts" tab => "Sales", then click on "See all" link => and click on "Awaiting payments" tab.
OR
Go to "Accounts" tab => "Sales", then click on "Awaiting payments" button.

      B. To check Sales : Go to "Adviser" tab => Manual Journals 

* If the connection between mycloud and XERO is not active, then user will get following message on screen with blank contacts list. In this case authorized user has to connect to XERO from System Admin => Interfaces Configuration => XERO => Connect to XERO. The steps to make a connection to XERO are defined in XERO-UserGuide-v1.0.0.8.pdf.