Manage Xero integration (V1)

Arlo provides integration with Xero to manage your invoices. Invoices will be automatically copied to Xero and assigned to your account/GL codes, and when you mark an invoice as paid in Xero, the order in Arlo will be automatically marked as paid.

The following information describes how to set up integration between Arlo and Xero. 

Important: If you are using Arlo's new order system, see the new integration processes here. If you are unsure about this contact Arlo Support.

In this article:

• Integration overview
• Set up integration
• Integration settings 
• Set up accounts/GL codes
• Set up and view Xero tracking codes
• Reconcile credit card and other payment transactions
• Field mapping
• Managing your Xero Inventory

Set up integration

The following instructions describe how to set up Xero integration.  

• Select Settings from the main menu.
• Click Xero. You will be taken to the 'Xero Integration' page.
• Press Connect to Xero. You will be redirected to Xero's website.
• Log in to Xero (if prompted).
• Select the organisation you would like to integrate. Hint: If your organisation is not listed then make sure your user account is in the standard user or financial adviser role.
• Press Authorise. You will be redirected back to the 'Xero Integration' page on Arlo.
• Carefully review all settings. Hint: Read how to manage account codes.
• Press Save.
• (Optional) If you have multiple regions in Arlo and a separate Xero account for each region you can connect a separate Xero account to for each region. Contact Arlo Support to turn on regionalised Xero integration.
  • If you don't want to do this, orders for all regions in Arlo will go to a single Xero account.
  • Your Xero account will need to be set up with multi-currency capability.

Integration overview

The following illustrates the main integration processes between Arlo and Xero.

Orders/Invoices 

• Order created in Arlo > copied on creation > Invoice created in Xero (either Draft or Approved) with the order number in Arlo becoming the invoice number in Xero.
• Credit note created in Arlo > copied on creation > Credit note created in Xero (either Draft or Approved)
• Orders cancelled in Arlo need to be manually cancelled in Xero. Hint: Open the order in Arlo and press view in Xero to be redirected straight to the invoice in Xero, where it can be cancelled.
• Option not to export zero value orders to Xero.

If you already have orders in Arlo before setting up the integration, these orders will not be exported to Xero. To get prior orders into Xero, you may export the orders from Arlo to import into Xero.

Note: If an order number from Arlo has already been used in Xero, it will not export. For this reason, we recommend using a unique prefix code for all Arlo orders, so you don't run into conflicts.

Payments 

Contact updates are disabled for regionalised Xero integration.

• Contacts existing in Xero > copied during initial integration setup > Contacts created in Arlo
• New contact created in Xero > copied periodically (hourly) > Contact created in Arlo
• Contact details updated in Xero > updated periodically (hourly) >  Contact details updated in Arlo
• New contact created in Arlo (Bill to contact on an order) > copied when order created > Contact created in Xero. Note: If the contact already exists in Xero, the organisation in Arlo will be linked to the contact in Xero, and any future invoices will be linked to them.
• Contact details updated in Arlo (contact exists in Xero and is associated with an invoice ) > updated when details changed > Contact details updated in Xero

Integration settings 

Sending invoices 

Note: If you select "Manually send invoices and credit notes from Xero", invoices will no longer be sent from Arlo.

Order exports to Xero 

Invoice and credit note states in Xero

Payment settings for orders from Xero back into Arlo 

Learn how to mark orders as "requiring attention" where the contact does not already exist in Xero.

• Use Xero's Inventory feature, or
• Have the template code pushed through to Xero:
  

Once you have set up the initial Xero integration:

• Select Settings from the main menu.
• Click Xero. You will be taken to the 'Xero integration' page.
• In the 'Default accounts' section, edit default accounts for Events, Discounts, Credit notes, and Everything else.
   
• Press Save.

Note: Once an order has been created in Arlo, changing the default account codes will not update the codes in Xero. You would need to add the invoice/order details manually into Xero to correct your GL account balances.

Set up an account/GL code for a specific event

• Open the event you would like to assign an account code to.
• Press Edit from the tool bar.
• On the 'General' tab,  within the 'Event settings' section, click Edit account details.  
• Enter the 'Account code' you would like event registrations to be assigned to.
• Press Save.

Set up and view Xero tracking codes

Arlo supports automatically assigning tracking codes to invoice line items when an invoice is created in Xero. Read how to set up, view, and manage Xero tracking codes in Arlo.

Reconcile credit card and other payment transactions

To make it easy to search and match transactions in Xero, Arlo adds the payment method (e.g. cheque, credit card, bank transfer) to the invoice Reference field. You can then search transactions which have a certain payment method recorded against them. Read how to reconcile credit card and other transactions in Xero for more information. 

Managing your Xero Inventory 

Read how to manage your Xero inventory using template codes.