XERO Finance Integration
This article is designed to assist providers in setting up finance integration for the XERO finance system.
Audience: Finance Team
Prior to commencing finance integration, there are some prerequisites that need to be completed first. More information on this is outlined in the articles linked below:
- Debtors in SupportAbility - outlines important information regarding the concept of 'debtors' in SupportAbility
- Finance & NDIS | Preparation - outlines the required configuration to ensure the Invoice export populates correctly
The following list summarises the content within this article. Click on the links below to take you to the relevant sections:
- Terms of Payment
- Which debtor information is populated in the Internal [Direct] Xero Invoice export?
- Referencing the Debtor (Bill To) Customer on Invoices
- Referencing the Client (Sell To) Customer on Invoices
Terms of Payment
In the Xero invoice export, the Invoice Due Date is calculated as the Invoice Date i.e. the date the Invoice Batch is generated, plus the number of days specified in the 'Invoice Terms in Days' field in System Preferences::Invoicing:
The default Invoice Terms in Days is set to 30 however, this may be customised as required.
Which debtor information is populated in the Internal [Direct] Xero Invoice export?
The information that populates in the Internal Invoice Batch export is based on who the debtor is for the Client's funding i.e. the party set to manage Invoices on behalf of the Client and is based on how the Client's Financial Plan Manager has been configured in their NDIS Direct Funding record e.g:
The debtor options include:
- Client Debtor - the Client themselves if they are self-managing their funding
- Client Contact Debtor - the Client's billing contact if they have a nominee managing their funding
- Contact Debtor - the NDIA for Agency-managed funding, or a Plan Management Contact if the Client has a Plan Manager managing their funds.
So if the Client's funding is Agency-managed, the 'Contact Debtor' fields outlined below will populate in the Invoice Batch export for the Invoice, whereas if they were self-managing their funding, either the 'Client Debtor' or 'Client Contact Debtor' information will populate, based on how the Client's funding has been configured. Please see the Debtors in SupportAbility article linked below for more information.
The following table maps the XERO Invoice batch export headers with the corresponding SupportAbility data for reference purposes. The full specification details can be found using the link below:
The following table maps the XERO Invoice batch export headers with the corresponding SupportAbility data for reference purposes.
|XERO Invoice Batch export||SupportAbility field|
|ContactName|| Client Debtor: Client's first and last name
Client Contact Debtor: Client contact's first last name
Contact Debtor: Company name if available or primary contact first and last name
|EmailAddress|| Client Debtor: Client's email address
Client Contact Debtor: Client contact's email address
Contact Debtor: Contact's email address
|POAddressLine1|| Client Debtor: Client's postal address
Client Contact Debtor: Client contact's postal address
Contact Debtor: Contact's postal address
|POCity|| Client Debtor: Client's postal suburb
Client Contact Debtor: Client contact's postal suburb
Contact Debtor: Contact's postal suburb
|PORegion|| Client Debtor: Client's postal state
Client Contact Debtor: Client contact's postal state
Contact Debtor: Contact's postal state
|POPostalCode|| Client Debtor: Client's postcode
Client Contact Debtor: Client contact's postcode
Contact Debtor: Contact's postcode
|InvoiceNumber|| The invoice number generated by SupportAbility
Xero allows greater freedom when choosing an Invoice Number Formatting configuration because it has no maximum invoice number length detailed in its specification
|Reference|| This element contains:
For clinical invoices this element may include:
|InvoiceDate||The invoice date (same as the date the invoice batch was generated)|
|DueDate||The due date for the invoice (based in the InvoiceDate plus the number of days set in the 'Invoice Terms In Days' setting found in the Settings tab of System Preferences - 30 days by default, as outlined in the Terms of Payment section above)|
|Description|| For Invoice Items related to NDIS Support Allocations, the description will be comprised of the following:
Example: (NB. included data will differ based on the items included and the system configuration as outlined above
For Invoice Items related to Activity Costs and Non-NDIS hourly changes, the description will be comprised of the following:
|Quantity||The quantity of the invoice item|
|Amount||The value of the invoice item exclusive of GST|
|AccountCode||The auto-allocated General Ledger Code for this invoice item based on the site, service and payment method|
|TaxCode|| GST on Income: if invoice item contains GST
GST Free Income: if invoice item does not contain GST
|TrackingName1|| SupportAbility: if Job Codes have been activated & configured
EMPTY: if Job Codes are not activated & configured
|TrackingOption1||The auto-allocated Job Code for this invoice item. This field will be empty unless Job Codes have been configured|
Referencing the Debtor (Bill To) Customer on Invoices
Xero only accepts a single Customer reference when importing invoice data which must be used to reference the Debtor Customer.
|How does Xero uniquely identify the Debtor (Bill To) Customer on the invoices it imports?||Xero uses the Customer Name, derived from the first and last name, or company name, of the Customer record as a unique identifier when importing invoices.|
|How does SupportAbility generate the Customer Name on the invoices it exports for Xero?|| SupportAbility generates the Customer Name for the Debtor based on the following rules for different types of Debtors:
|How is the information about each Debtor Customer synchronised between SupportAbility and Xero?|| All the Debtor Customer information required for the purposes of generating invoices, such as the Debtor Customer address, is included in the Xero Invoice Batch export.
If Xero cannot find a Customer with the specific Customer Name associated with an Invoice being imported, a new Customer Record with that Customer Name will be created.
|Return to Summary|
Referencing the Client (Sell To) Customer on Invoices
Even though Xero only supports a single Customer reference which is used to link the Debtor (Bill To) Customer, it is important that invoices for different Debtors such as the NDIA or Plan Managers, still provide some details around who the Client Customer is for identification and invoice processing purposes.
|How does Xero uniquely identify the Client (Sell To) Customer on the invoices it imports?||Xero does not provide a facility to link to Client (Sell To) Customers. It only accepts a single Customer reference when importing invoice data which must be used to reference the Debtor Customer.|
|How does SupportAbility include information about the Client (Sell To) Customer on the invoices it exports?|| Upon recommendation from Xero Support, SupportAbility adds a Client Customer identification comment line as the first item on every invoice in cases where the Client (Sell To) Customer is not also the Debtor (Bill To) Customer.
Formatting of this Client Customer identification comment line is as follows:
Combined format Agency Invoices
Invoices generated for Agency Managed Supports in the Combined invoice format, will not use comment lines for this purpose. Instead, the Client's full name and NDIS number will be inserted at the start of the Description field for each invoice item.