Xero

Data flow diagram

Below is a data flow diagram included to help you visualise the data exchange between ShopWired and Xero:

Connecting your Xero account

Once you've installed the app within your ShopWired account select APPs > Xero from the menu to connect your accounts. On this page select the Connect to Xero button.

The app will then transfer you to the Xero website where you'll be prompted to login to your account (if not already logged in):

Once logged in, you'll be asked to authenticate the ShopWired app to connect to your Xero account. On this page you should click Allow access:

Once you've allowed access you'll be returned to your ShopWired account to configure your Xero settings.

Xero settings

In the app configuration page you'll need to configure each of the available settings (each setting is explained below):

Payment Account

Select the account from the drop-down list that corresponds with the account on Xero that the product portion of sales invoices should be allocated to. (The accounts available will be limited to Revenue Accounts from Xero.)

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Delivery Account

Select the account from the drop-down list that corresponds with the account on Xero that the delivery portion of sales invoices should be allocated to. (The accounts available will be limited to Revenue Accounts from Xero.)

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Rounding Account

Select the account from the drop-down list that corresponds with the account on Xero that any rounding adjustments (for VAT calculations) on sales invoices should be allocated to. (The accounts available will be limited to Revenue Accounts from Xero.)

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Partial Payments Account

Select the account from the drop-down list that corresponds with the account on Xero that partial payments should be allocated to. Partial payments appear on an order when a customer places an order and, at least in part, makes payment using a gift voucher. (The accounts available will be limited to Revenue Accounts from Xero.)

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VAT Rate

Where VAT applies to a line item in an order, select the VAT rate from the list that corresponds with the VAT rate on Xero.

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VAT Exclusive Rate

Where a line item in an order does not attract VAT, select the VAT rate from the list that corresponds with the VAT rate on Xero.

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Invoice Numbers

If you enable this setting (by placing a tick in the box) ShopWired will automatically populate the invoice number on the invoice generated within Xero. If you do not enable this setting Xero will generate the invoice number.

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Reference Numbers

Enable this setting (by placing a tick in the box) to have ShopWired automatically populate the reference number on the invoice generated within Xero with the order reference on ShopWired.

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Discounts

ShopWired can export the cost of products and shipping charges to Xero either before or after discounts have been applied to the order. Discounts are defined as reductions in product, or shipping, prices obtained either through use of a voucher code or the redemption of reward points.

Payment account settings

When payment is made for an order on your website, the app can automatically create the payment in the appropriate Xero bank account.

You can activate payment export by ticking the box beside 'Yes' under 'Export Payments?' at the top of the 'Payment Account Settings' section.

From the Default Payment Account list you can select the account on Xero that payment should be allocated to.

Using the section beneath you are able to specify different payment accounts for different payment methods that your users might pay you through, e.g. PayPal, Stripe. Where a payment method hasn't been specifically configured the default payment method will be used.

In the Payment Method field you can select the name of the payment method, e.g. Stripe, and then from the drop-down list under Account select the corresponding Xero account that the payment should be allocated to.

You can add as many payment methods as you like.

Custom VAT rates

If the products you are selling have reduced VAT rates (e.g. 5% for wood burning logs), you can enter the VAT rate that will be charged to the customer in the VAT Rate (%) field and select the corresponding Xero VAT Rate from the drop-down list, as shown in the example below:

Exporting orders

Exporter Settings

To enable the Xero app to begin exporting orders from ShopWired tick the box beside 'Yes' under the 'Enable The Exporter' field:

Then select save changes.

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Export on Demand

Use the ‘Export on Demand’ section to manually export a set of or all of your orders:

Enter the order reference numbers in the ‘From reference’ and ‘To reference’ boxes to determine which orders you want to export. Or leave the ‘From’ box blank to export orders from the first order and leave the ‘To’ box blank to export orders until the last order.

Use the tick boxes under ‘Skip already exported’ and ‘Skip errored’ to determine if you want to skip orders which have already been exported and orders which resulted in an error when they were last attempted to be exported.

Then select export orders to export your chosen orders.

Export errors

Occasionally the app may encounter an error when trying to export an order from ShopWired to Xero. When this happens the details of which order failed to export and the reason for it will be displayed in the 'Export Errors' table:

For each order that fails to export the error returned by the Xero system will be displayed. This may allow you to fix the error on the ShopWired order, by editing the order, and then you can click to retry exporting the order.

If you're unable to fix the error please contact us.

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Use the ‘Error Notification Email Settings’ section to determine whether or not you should receive an email when an order has an export error. Once you tick the box to enable the emails you will be able to enter the email address where you want to receive these emails:

Once you have entered an email address select save changes.

Frequently asked questions

How do I disconnect the app?

To disconnect Xero from ShopWired select APPs > Installed from the menu within your ShopWired account. Locate the Xero app and click to remove it.

Once logged into your Xero account go to https://apps.xero.com/connected and click to disconnect the ShopWired app.

Can I prevent details of payments being sent with invoices to Xero?

At the moment this is not possible, if an order is paid for through your ShopWired website then details of the payment will be sent through to Xero.

Are orders received through the offline payment method sent as Invoices with a status of Awaiting Payment?

Yes, where an order is received on your ShopWired website using offline payment, payment details will not be sent to Xero. You can then manually create a payment for it from within Xero when you receive payment.

Does data sync automatically or do I need to action anything manually?

Data is synced automatically. Once the Xero app is set up within your ShopWired account you do not need to perform any manual process.

How long does data take to sync?

Data is synced in real time. When you receive an order on ShopWired the details will be sent to Xero within a few minutes.

Does ShopWired sync products and stock levels to Xero?

No, ShopWired does not currently offer this functionality.