Setting up the Xero integration

A User with Admin permissions can connect their Tourwriter organisation to a single Xero organisation.

1. Click the Organisation option in the sidebar in Tourwriter.
2. Click the Integrations tab.
3. Click the Connect button alongside the Xero integration option.
4. You will be prompted to authorise your Xero account by logging in and then selecting the Xero organisation you wish to connect to.
5. Click the blue Allow access button and you will be returned to the Integrations tab.
6. After successfully authorising, your Xero organisation will be listed next to the Xero label and the red Disconnect button will display.
   

Note: A Xero organisation can only be connected to one Tourwriter organisation at a time.

Note: Disabling a sync may result in a payment going out of sync. Any payment that is out of sync cannot be resynced and will need to be deleted so another payment sync can be started.

Xero integration data flow 

The integration moves data between Tourwriter and Xero.  Some data is created in Tourwriter, can be edited in Xero and also created in Xero. The below list details which fields are mapped and indicates the potential data flow.

Tourwriter – Incoming payment	Data flow	Xero – Invoice
Payment name (reqd)		Description
Amount due (reqd)		Price
Due date (reqd)		Due date
Bill to (reqd)		Contact
Itinerary ID – Itinerary name		Reference
Created date		Issue date
Invoice number		Invoice number
Status		Status
Amount paid		Paid
Date paid		Paid Date

Note: Incoming payment creation date in Tourwriter becomes the Issue date in Xero

Data mapping when creating a Bill payment in Xero

Tourwriter – Supplier payment	Data flow	Xero – Bill payment
Organisation-> Accounting-> Supplier payment settings		Reference
Supplier name		Contact
Date of creation		Date
Due date		Due date
Amount due		Unit price/Total
Quantity x Item name (Option name)		Description
1		Quantity
Product account code		Account

Data flow when syncing with a bill payment

Tourwriter – Supplier payment	Data flow	Xero – Bill payment
Reference		Reference
Due date		Due date
Amount due		Amount due
Date paid		Date paid
Amount paid		Amount paid
Status		Status

Xero integration for Incoming payments

Xero integration for Supplier payments

When the sync for Supplier payments is enabled Users can send supplier payments to Xero. Each supplier payment sent will create a Draft Bill payment in Xero.

Disconnecting your Xero organisation from Tourwriter

If you no longer wish your Incoming payments to create and link with Xero invoices you can disconnect your Xero organisation. Disconnecting means creating an incoming payment will no longer create draft invoices in Xero. All previously linked incoming payments will display in Tourwriter however any updates in Xero will not longer push back into Tourwriter.

To disconnect:

1. Click the Organisation option in the sidebar.
2. Click the Integrations tab.
3. Click the red Disconnect button alongside the Xero integration option.
4. You are now disconnected and the grey Connect button will now display for the Xero integration option.

Note: You can reconnect to a Xero organisation at any time. Once connected to a new organisation any new incoming payments will link with this new organisation.

FAQs

• How to I know the Xero integration is active?
  • On the Integrations page the grey Connect button will instead be a red Disconnect button
  • When creating a new Incoming payment the blue Xero logo will display next to the Amount paid column.
• Can I connect more than one Xero organisation to my Tourwriter account?
  • A Xero organisation can only be connected to one Tourwriter organisation at a time.
• When I am in Xero, how do I know which Incoming payment created the Invoice?
  • The easiest way is to click the Go to Tourwriter quick link in Xero. This will open the Incoming payment directly in the Tourwriter app. Alternatively, when the Xero invoice is first created the Reference number in Xero stores the ItineraryID. Copy the first 4 digits and use the Global search in Tourwriter.
• If I disconnect the Xero integration will I lose all the linked invoice data?
  • No. All previously linked incoming payments will display in Tourwriter however any updates in Xero will not longer push back into Tourwriter.
• Why can’t I edit a Xero approved invoice in Tourwriter?
  • A Xero Invoice that is one of the Approved, Sent or Paid statuses can not be edited in Tourwriter because Xero approved invoices can only be updated in Xero. This is a restriction of the Xero API. Any changes to the Incoming payment will need to be made in Xero or the invoice will need to be updated to Draft status.
    
• Can I sync agency payments if my organisation does not use Agency management?
  • No. Agency management must be enabled for your organisation before the Sync agency payments option has any effect.