Important: Before You Start

1. An active Xero subscription is required to use this integration If you don't have one, visit www.xero.com to subscribe.
2. Choose the integration method that best suits your needs. We recommend consulting your accountant or bookkeeper to ensure your bank accounts are correctly set up.
3. Your accountant or bookkeeper can advise you on the appropriate Sales/Revenue account and default bank account for the integration.

With this information handy, you are now ready to set up the Xero integration.

Dental4Windows Setup

Security

To ensure that only authorised users can make modifications to your Xero configuration, you can select which users/groups are allowed to do so.

1. Go to Location Setup > Security tab
1. Select the User or the Group
2. Select Banks from Modes/Actions list
3. Tick Allow Modifications in Xero
   

Xero Management 

To access the Xero Management screen

1. Go to Location Management > Banks tab
2. Menu Bar name: Operations > Xero Management
   
1. To make any changes, tick the Allow Modifications checkbox
   

Connecting to Xero

1. Open the Connections tab
1. Click Connect to Xero to open the Xero login page in your browser
   
2. Enter the Xero account email and password
1. Click Log in
   
2. Click Allow access to authorise Dental4Windows to access the data in Xero to enable the integration
   

Account Mapping

Once access has been granted, you can map your Xero accounts using your selected integration method.

1. Highlight the Practice Location
   
2. Click Mapping
   
3. Select your Xero Organisation from the list 
   
4. Select the Xero Banking Method:
   
1. All Receipts for this Location go into one Account: All receipts are totalled for the location and sent to one Xero account
   
1. If you cannot see any accounts in the Sales/Revenue Account or Bank Accounts lists, click Retrieve Accounts from Xero 
   
2. Tick Include this Mapping in the Daily Synchronisation
   
3. Click Update and Exit
   
2. All Receipts for this Location go into different Accounts by Payment Type: Receipts are totalled using the payment method and sent to different Xero accounts
   
1. If you cannot see any accounts in the Sales/Revenue Account or Bank Accounts lists, click Retrieve Accounts from Xero
   
2. Against the relevant bank accounts, click Methods of Payment button
   
3. Tick the payment methods and click OK
   
4. Select the Default Account for any unmapped payment methods. This is an important step to catch any payment methods that you may add in the future that don’t get mapped
   
5. Tick Include this Mapping in the Daily Synchronisation
   
6. Click Update and Exit
   
3. All Receipts for this Location go into different Accounts by Provider: Receipts are totalled by the provider and sent to different Xero accounts.
   
1. If you cannot see any accounts in the Sales/Revenue Account or Bank Accounts lists, click Retrieve Accounts from Xero 
   
2. Against the relevant bank accounts, click Providers button
   
3. Tick to select the Providers to include and click OK
   
4. Select the Default Account for any unmapped providers. This is an important step to catch any providers that you may add in the future that don’t get mapped
   
5. Tick Include this Mapping in the Daily Synchronisation
   
6. Click Update and Exit
   
4. All Receipts for this Location go into different Accounts by Payment Type and Provider: Receipts are totalled by the provider and payment method and sent to different Xero accounts
   
5. If you cannot see any accounts in the Sales/Revenue Account or Bank Accounts lists, click Retrieve Accounts from Xero
   

This process is similar to Dental4Windows Bank Redirections:

1. Select the relevant Bank Account
   
1. Tick box to select the payment method 
   
2. Select the providers 
   
3. Click Add
   Repeat steps c, d, e for all the payment methods for this account
   Repeat steps b, c, d, e for all relevant Bank Accounts. 
2. Select the Default Account for any unmapped providers. This is an important step to catch any providers that you may add in the future that don’t get mapped
   
1. Tick Include this Mapping in the Daily Synchronisation
   
2. Click Update and Exit
   
3. Select the Sales/Revenue Account 
   
4. This location is now set up. Repeat the process for any additional locations.
   

Enable Daily Synchronisation

Once all the locations are configured, you can select the appropriate time of day to enable the synchronisation

1. Select time (24hr) 
   
2. Click Enable Sync
   
3. Your Xero synchronisation is now ready

Email Notifications

You can setup email notifications to advise you of the daily synchronisation status

1. Click Setting
2. Tick Notifications and enter the E-mail addresses
3. Click OK
   

Disconnecting from Xero

If you no longer need the integration between Dental4Window and Xero, you an disconnect Dental4Window from Xero

1. Click Disconnect from Xero
2. Select the organisation that require disconnection
3. Click Disconnect
   

Xero: Delete, Modify existing or Backdate new payments

Once a Receipt has been included in a synchronisation to Xero, any changes to the receipt in D4W will not be updated in Xero. 

The following messages will appear in D4W when a change requiring your attention is made.  

Delete Payment/Receipt 
When user deletes / reverses or modifies a payment previously synchronised

Backdated Payment/Receipt 
When user enters a payment and backdates it to a date that was previously synchronised

Xero Management: Reports

To open Xero Management

1. Go to Location Management > Banks
1. Menu Bar name: Operations > Xero Management
2. Open tab: Management
   
   

Synchronisation log report

This report records/ logs the data details of synchronisation including it passed or failed status.

1. Click Synchronise Log 
2. Report parameters:
1. Select date rage
   
2. Tick box: Show Failed only if you only want to see the failed sync transactions
   Report
   
   

Post Synchronisation Amendments report

This report checks for Deleted Receipts, Changed Payment Method or Change of Date.

1. Click Post Synchronisation Amendments
2. Report parameters:
1. Select date rage
   
2. Tick box: Show Failed only if you only want to see the failed sync transactions
   Report
   
   

Xero Receipts report

This report checks for Receipts ready to Sync, Synced & Not Synced.

1. Click Xero Receipts...
2. Report parameters:
1. Select date range 
   
2. Tick box: Ready to Sync, Synced and/or Not Synced
   
   
3. The Status Column explained 

Value to Display in “Status”	Logic to Create “Status”	Value to Display in “Action Required”
Synced OK	Receipt was created after Xero activation Receipt has been synced Receipt has not be adjusted
Not Synced – failed to run	Receipt was created after Xero activation Sync was scheduled, but didn’t run	Use ‘Sync Past Dates’
Not Synced – sync error	Receipt was created after Xero activation Receipt was involved in a Sync run, but an error occurred	Manually update on Xero website
Not Synced - Backdated receipt	Receipt was created after Xero activation Receipt was created and backdated to a date that matches a previous successful Sync	Manually update on Xero website
Synced – changed receipt	Receipt was created after Xero activation Receipt was synced with no error Receipt has been adjusted	Manually update on Xero website
Not Synced – unknown	Receipt was created after Xero activation Receipt was not synced and it is not known why	Contact Support for assistance
Ready to Sync	Receipt was created after Xero activation Receipt date equals the current system date Sync schedule time has not been reached	Wait for upcoming Sync event

Xero: Sync Past Dates

If your daily synchronisation has not run for a few days for any reason, you can synchronise past days with Xero.

1. Go to Location Management > Banks tab
1. Menu Bar name: Operations > Xero Management
2. Select Management tab
1. Click Sync Past Dates
2. Select the date range you want to synchronise
   
3. Click Sync
   
   

This only applies to days that the synchronisation has not been run at all.

This does not capture any post-synchronisation amendments.