Xero Setup
In Xero add a “stock on hand” and “cost of goods sold” account:
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Add a “Current Asset” account called “Stock on Hand”. All purchases and journals sent from Unleashed will be coded to this account.
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Add a “Direct Cost” account called “Cost of Goods Sold”. All invoice journals sent to Xero will be coded to Cost of Goods Sold account and the Stock on Hand account mentioned below.
Note: If you already have accounts setup for these you do not need to create new ones.
Unleashed Setup
In Unleashed, you need to map your warehouses to Maropost Commerce warehouses. Make sure your warehouse codes in Unleashed match your warehouse codes in Maropost Commerce, even if you have 1 warehouse.
Your warehouse codes in Unleashed must match the warehouse reference codes you have setup Maropost Commerce. You can edit the warehouse code and warehouse ref of existing warehouses in both systems to match.
To locate and edit warehouse reference codes In your Maropost Commerce control panel, navigate to Products > Warehouses / Locations.
To locate and edit warehouse codes in Unleashed, navigate to Settings > System > Warehouses. This ensures inventory and sales are mapped to the correct warehouses.
Connect Unleashed to Xero
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In Unleashed navigate to Integration > Integration Store > Xero > Configure.
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Follow the onscreen instructions to connect your Xero account to your Unleashed account.
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Select your Unleashed Xero export options as per below.
Important: Leave “Export Sales” un-ticked. Maropost Commerce will be handling sales exports to Xero.
Connect Maropost Commerce to Unleashed
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In your Maropost Commerce control panel, activate the accounting module by navigating to Addons menu.
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Navigate to Accounting > Add New > select Unleashed.
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Enter a name for your integration (eg: Acme Co. Unleashed Integration)
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Click Save.
After completing the above steps, you will be presented with an option to enter your Unleashed API credentials. Click on the button provided to login to your Unleashed account to access these details.
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Enter your Unleashed API ID and Key into the fields provided and save changes.
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Enter a start date for your integration (only invoices and credit notes after this date will be exported to Unleashed)
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Select whether or not you want invoices and credit notes to be individually exported to Unleashed or if you would prefer for these to be exported in batches.
Important: If you plan to process more than 30 invoices per day through Maropost Commerce you must select to batch invoices. If you do not, you will quickly exceed Xero’s transaction limits. This rule only applies to Xero users.
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Select Export invoices when Dispatched or Approved.
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Export invoices to this customer only (Select customer username if batching is on)
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Select the relevant workflow
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Map Warehouse(s) downloaded from Unleashed under Warehouse Mapping as show below and press Save.
Connect Maropost Commerce to Xero
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In your Maropost Commerce control panel, navigate to Accounting (Unleashed) > Click Add New > Xero.
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Enter a name for your integration (eg: Acme Co. Xero Integration).
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Enter the start date.
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Select Batching is required or not (Batching is required if you have more than 30 invoices per day).
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Export invoices to this Xero ContactID (Select customer username if batching is on).
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Select Export invoices when “Dispatched” or Approved”.
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Select workflow.
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Click continue.
After completing the above steps, you will be presented with an option to connect your Maropost Commerce account to Xero.
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Click on the “Connect to Xero” button.
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Follow the on screen instructions to authorise access to your Xero file.
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Enter a start date for your integration (only invoices after this date will be exported to Xero).
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Select whether or not you want invoices and credit notes to be individually exported to Xero or if you would prefer for these to be exported in batches.
Important: If you plan to process more than 30 invoices per day through Maropost Commerce you must select to batch invoices. If you do not, you will quickly exceed Xero’s transaction limits.
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Export invoices to this Xero ContactID (Select customer username if batching is on).
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Select Export invoices when “Dispatched” or “Approved”.
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Select workflow.
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Map your Xero accounts and map payment account.
Note: The accounts specified here will be used when you have not specified accounts on payment methods or products individually. You can map accounts on a product and payment method level. To map accounts for each payment method, go to Setup & tools > Payment method > select the payment method > Accounting. To map accounts per product drill into each product and scroll to the “Accounting” section.
- Save
Congratulations! You have completed the setup of your Maropost Commerce, Unleashed & Xero Ecosystem.
The system will automatically export and import data to and from Unleashed and Xero at scheduled times.
Integration Tasks
An integration task is an import or export process that pushes data to or pulls data from a 3rd party application.
To see a full list of tasks that run between Maropost Commerce and 3rd party systems, in your Maropost Commerce control panel, navigate to Xero / Unleashed > Tasks.
The tasks required for your integration will automatically run on the schedule set. You can edit a scheduled task by drilling into it. We do not recommend editing the default schedules that have been setup for you.
Manually Initiating Integration Tasks:
- In your Maropost Commerce control panel, navigate to Xero / Unleashed > Tasks.
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Select the task you want to run from the list of active tasks and click the With Selected > Run Selected Task button at the bottom of the screen.
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This will run the chosen task within a few minutes.
The results of your export will be shown in the accounting export logs. In your Maropost Commerce control panel, navigate to to Xero / Unleashed > Export log to view this log.
Every single invoice, payment, customer or credit note that is exported to a 3rd party system is logged here. These logs provide in depth reporting into the success or failure of each transaction.
From these logs you can also re-export any transaction at the click of a button.
