The following article outlines and answers some frequently asked questions about Arlo's Xero integration.
In this article:
- Why aren’t payments I’ve added in Xero visible in Arlo?
- Can my customers still pay by credit card if I use Xero integration?
- Can I make changes to invoices in Xero that are connected to Arlo?
- What information does the integration download from Xero? Will all of my invoices be downloaded into Arlo?
- If my customers have outstanding credit in Xero, can they be used against invoices (orders) created in Arlo?
- When should I cancel an order (vs cancelling a registration)?
Why aren’t payments I’ve added in Xero visible in Arlo?
Payment information is downloaded approximately once an hour from Xero. If you have made changes to payments in Xero and need this to be synchronised immediately to Arlo, you can open the Xero Integration Settings page and click the Synchronise Payments link to trigger the synchronise process on-demand.
You can also open an individual order and click the Sync Payments link to download payments for that order.
Can my customers still pay by credit card if I use Xero integration?
Yes, during the website checkout process, and for orders that are not yet exported to Xero, such as those you manually create from the Management Platform.
Payments from other website methods such as email links or the portal will not be allowed once an order is exported and connected to Xero.
If you have credit card payment methods configured for Xero, your customers can still use these facilities to pay their invoices using website links generated from Xero.
Can I make changes to invoices in Xero that are connected to Arlo?
Arlo does not specifically prevent you from making changes to invoices in Xero, including those connected to Arlo. However, changes you make will not automatically update any connected orders in Arlo. If changes are detected to an invoice, the Arlo integration will disconnect the integration for that order and add a warning message to the order page.
What information does the integration download from Xero? Will all of my invoices be downloaded into Arlo?
The integration only downloads payment information from Xero (including credit allocations). It will not download or replicate any existing invoices or credit notes.
The integration will only track orders and credit notes that were originally created by Arlo.
If you create a new invoice or credit note in Xero related to your events such as an ad-hoc adjustment invoice or credit note, Arlo will not automatically import a copy of it from Xero.
Whenever possible, you should try to generate any of your event-related financial documents in Arlo so that your event revenue reports in Arlo are consistent with records across your business.
If my customers have outstanding credit in Xero, can they be used against invoices (orders) created in Arlo?
Yes. Once an order is created and exported to Xero, you can apply a credit to it provided that the billing contact on the Xero invoice matches the contact on the existing credit. You will be able to use Xero to allocate the credit note to the Arlo-connected invoice, even if Arlo did not create that credit note.
Outstanding credit will not be automatically applied to orders exported as Xero invoices. You need to manually open these invoices and apply the credit if it is available. Arlo will download the credit allocation in the same way as a payment and you will see this against the Arlo order.
When should I cancel an order (vs cancelling a registration)?
There is a difference between Arlo’s concepts of a cancelled order and a cancelled purchase.
A cancelled purchase can be represented by marking individual registrations on an order as cancelled and raising a credit note to reflect the reversal of the purchase. The order itself remains valid, even if some (or all) of the purchase lines on that order are reversed. This allows you to record the customer’s change of mind without deleting the paperwork associated with their activity and for your accounting records to fully reflect the sequence of events that occurred.
A cancelled order is intended to represent an administrative mistake and you use it when you don’t want to keep the order or report on it. As far as most parts of Arlo are concerned, the order doesn’t exist and no accounting records for it are generated.