Better approvals, and a faster AP process with both Xero & Zahara
Our Xero integration is very easy to setup and use. Firstly, head to Business > Settings > Integration.
From here, choose Xero as the Export Type as show below:
Now, click on the “Connect to Xero” button. This will take you to a login screen where you enter or confirm your Xero account details. You are authorising Zahara to connect to Xero.
Once complete, the settings will be saved and the screen should display as connected like below:
Your next step is to Start syncing your data from Xero into Zahara. To do this, either go to the respective pages and sync using the sync icon, or click the Sync button that is now displayed.
- Supplier/Vendor sync
- Account code sync
- Tax Code sync
- Invoice posting (Bills) from Zahara to Xero
Each of these pages will now have a Xero sync button as shown below:
Zahara has Cost Codes and Projects that can be used to align with Xero’s tracking categories. If you only use one set of tracking categories in Xero, then this set will copy over to Zahara’s Cost Codes. If you use both sets, and you don’t have any projects setup in Zahara, you can opt to have the second set populated in Zahara against our projects. This then provides 2 x fields you can use per invoice or purchase order.
(3/9/2018) – A structural change to Zahara is planned soon to allow for more than one set of costs codes – what some systems call analysis codes. This means that both Xero tracking categories can be synced into dedicated fields and at this point a Xero user could use both tracking categories and ring-fence spend in Zahara with our projects.
Xero projects appear to be focused on time recording and sales as opposed to what Zahara is all about – purchases and purchase ledger. Therefore, at this stage, there is no alignment or syncing between Zahara project and Xero projects.
Xero calls them Bills, we call them Invoices but either way, you can now post your invoices directly into Xero. The stage they go into – Draft, Pending or Approved is set on the Business > Settings > Integrations tab.
Then when you are ready, you can select and export them as shown below:
Just tick the relevant invoices and click the Export button above.
If you are successful, you should see a green icon as shown. If there is a problem, the icon will be red and the reason will be displayed in the notes of the relevant invoice.
Gotcha 1- if the invoice was created before you synced your tax codes, just make sure the tax code and account codes of the invoices are relevant Xero codes.
Gotcha 2- if you want to delete a tax code, change your Export Type back to say Sage 50 and then delete your tax code. When done switch back to Xero.
In Zahara and Xero there are links from each invoice so you can switch applications easily. In Zahara, the link is in the History / Notes.
Automatic Invoice Exporting
Zahara is designed to automate the AP process as best as possible. One of the cool features is to add an “export step” to your invoice approval workflow. This means that an invoice can be keyed into Zahara (or sent from one of the OCR programs), evaluated for an approval, sent for approval if required and then pushed over to Xero automatically if approved. This allows a nice flow for example:
- Raise a PO In Zahara and send to the supplier
- Receipt the delivery
- Record the invoice
- Match the invoice against the PO
- Set a tolerance threshold for approval – say over £10 or 5% difference
- Automatically export it on approval or automatically if no approval required.