In this topic
- Introduction
- Configure Xero Integration
- Negative Pays
- Resending payroll data to Xero
- Updating the Cost Centre Mapping
- Disconnect Ready pay (powered by ePayroll) in Xero
Introduction
This topic describes how to configure integration with the Xero accounting system.
Note: You must have the Custom GL User and Xero Full User web roles in order to fully configure the GL screen. If you do not have both of these web roles some functionality may be missing or disabled. Refer to the Web Roles help topic for more info.
Configure Xero Integration
- Log on to Ready pay (powered by ePayroll)
- Go to the Administration -> Custom GL screen
- If you have not previously set up your General Ledger Integration, you will be shown the Accounting System Automatic Import screen. If you have previously set up your General Ledger Integration and are making a change, then you will need to click the Import button at the top of the screen.
- Select the Xero radio button
- Click on the Authorise Xero Access link.
- You will be directed to your Xero logon where you will be asked to Authorise the payroll system. After you have authorised the integration, you will be directed back to Ready pay (powered by ePayroll) (Accounting System Automatic Import page).
- When returned to the Custom GL page, you will notice that “Unauthorise Xero Access” is visible which confirms that the integration was successful.
- Click the Next button
- You will see a list of your current Chart of Accounts from Xero, presented as Account Number, Account Name & Account Type.
- Select the accounts that you want to import into payroll by placing a tick in the box to the left of the Account Number.
- Click the Import button
- Map each of your Ready pay (powered by ePayroll) Cost Centres to one of your Xero Tracking Categories
- Map your paycodes and liabilities to a GL account using the instructions at Mapping the Payroll to GL Accounts
Negative Pays
Note: The following information is provided as is and is provided only in the interest of trying to assist you as much as possible as a valued client. However, as Xero is a third party product we’re not experts on its use and can’t easily keep abreast of any changes that Xero may make within their system from time to time.
Payroll journals appear in Xero as a Bill, which Xero does not allow to have a negative value. In payroll, negative values can occur from time to time.
If you are trying to transfer a payroll to Xero where there are negative totals, you will likely experience issues.
The advised solution form Xero is to raise a credit note inside Xero rather than submit the journal directly from Ready pay (powered by ePayroll).
Resending payroll data to Xero
If you need to resend payroll data to Xero (for example if there was a failure of some kind or the ‘bill’ was deleted in Xero):
- Go to the Administration -> Custom GL screen
- Click the Resend GL button at the top of the screen
- You will see a list of all payrolls and a Journal ID for the data that was sent for each payroll
- Find the payroll that you want to resend
- Click the Resend button to the right of that payroll
- The journal entry will be sent to Xero
Updating the Cost Centre Mapping
Note: If you don’t see the Cost Centre Mapping List button you either do not have the Xero integration configured or you do not have the Xero Full Access web role.
The way that you update how your Ready pay (powered by ePayroll) Cost Centres are mapped to your Xero Tracking Categories is determined by whether the Xero Tracking Category you need to map to has already been imported into Ready pay (powered by ePayroll).
If the tracking category has not yet been imported into Ready pay (powered by ePayroll):
- Go to the Administration -> Custom GL screen
- Click the Import GL button at the top of the screen Note: If you see a message that there are ‘No new or updated records’, that means there all of the GL accounts and tracking categories that are available in Xero are already available in Ready pay (powered by ePayroll).
- Ensure that Xero is selected and that the authorisation link is labelled ‘Unauthorise’ (this shows that the link is enabled between Ready pay (powered by ePayroll) and Xero)
- Click the Next button
- Tick the new Tracking Category
- Click Next
- Follow the below instructions to update your mapping for a tracking cetegory that already been imported.
If the tracking category has already been imported into Ready pay (powered by ePayroll):
- Go to the Administration -> Custom GL screen
- Click the **Cost Centre Mapping List ** button at the top of the screen
- Map each of your Ready pay (powered by ePayroll) Cost Centres to one of your Xero Tracking Categories
- Click the Save Changes button
Disconnect Ready pay (powered by ePayroll) in Xero
Note: The following information is provided as is and is provided only in the interest of trying to assist you as much as possible as a valued client. However, as Xero is a third party product we’re not experts on its use and can’t easily keep abreast of any changes that Xero may make within their system from time to time.
In some cases you may be instructed by support to disconnect Xero from Ready pay (powered by ePayroll) through the Xero platform to assist with troubleshooting.
To disconnect the app:
- Log in to Xero
- Click the Organisation Name
- Click Settings
- Click Connected Apps
- Click the menu icon next to ePayroll
- Choose Disconnect from the menu
- Leave the Reason fr disconnecting dropdown empty
- Click the Disconnect App button
