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Overview
This is an additional module that requires activating. There is a charge for setup and a monthly support fee.
You will need to be on the ‘Standard’ version of Xero at the very least.
This integrated solution enables creditor files (supplier invoices/purchase orders) to be electronically posted into your Xero account saving you hours of manual input. The creditors file shows the amount owing to creditors and the GST content for a chosen period.
The amount posted to Xero is the Invoice total on the ‘Invoice GST form’ (the final confirmation screen) after the order invoice has been delivered.
Once an invoice has been completely delivered, the ‘Invoice GST form’ will come up for you to check the invoice cost, invoice GST and invoice number (against the paper invoice from your supplier) which will then be saved to the 'Creditors File'.
You can configure RxOne to either automatically send (post) the invoice to your Xero account when the order invoice is completely delivered, or you can switch off the auto send and at the end of each month do a manual bulk send to the Xero account.
Setting up and mapping the Xero tracking categories will enable you to filter the reports in Xero.
(The RxOne Debtors-Xero integration will be available in a future update)
Summary of Setup
For Healthsoft Staff to do in-house:
In the pharmacy’s master computer, go to Options, POS Settings and select ‘True’ in the drop-down menu next to the ‘Xero’ and ‘Enabled’ row and click OK to save.
Make sure in BigBro that both NetCreditorFile = True and NetCreditorFileWPF = True
In the pharmacy’s master computer, open RxOne and go to Xero Setup. You will need to log in with the pharmacy’s Xero credentials. Click ‘New App’ to create a new app with OAuth 2.0. Follow the instructions at the bottom of the screen. Within this setup page you will generate the pharmacy’s consumer key and secret code and paste it in the relevant boxes at the bottom of the page above the instructions. To complete the setup, continue to follow the prompts to the final step where you click “Connect”. Save this connection in the RxOne screen and the setup is complete.
For HealthSoft Staff to do in Pharmacy’s RxOne Xero Setup Utility:
If it’s a new Xero account, export the Suppliers in RxOne to Xero. If it’s an existing Xero account, show pharmacy staff how to map the Suppliers in RxOne to the corresponding Suppliers in Xero (in setup tab 1). Note: When you enter Xero Setup click ‘No’ at the prompt unless you are changing Xero accounts.
Do the same for accounts in the second Accounts tab.
In the third tab, ‘Payment Types’, match the payment types to the corresponding Xero payment type if these are to be differentiated and tracked as well.
In the fourth ‘Misc’ Types tab, select ‘Purchases’ as the Xero account type to match Purchases in the RxOne Item Name column. On the right-hand side, select the correct GST types from the dropdown as per NZ or AU.
On the fifth Xero Tracking tab, you can create tracking categories and options (Stores and Departments). If these tracking categories have already been created by the accountant then map them to RxOne. Show pharmacy staff how to set/map the tracking categories for their suppliers.
Auto-send to Xero is the automatic default. We recommend you switch off the auto-send for your general wholesaler from whom you are receiving daily orders.
Once the above mapping is done, as soon as you completely deliver an order invoice for a supplier, the invoice will automatically be posted to Xero.
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Tick the check box above so that suppliers that are setup correctly are paid on the due date without requiring approval in Xero (invoice will come under Bills, ‘Awaiting Payment’ in Xero). If let unticked, the appropriate staff will need to approve in Xero once checked.
Multi-stores sharing the same Xero account:
If you have another store that is not sharing the same RxOne database but shares the same Xero account, then after doing the above on one store, go to that other store and follow the instructions above to create a store name under store tracking categories for this second store.
Multi-location sites sharing same database:
If you are a multi-location site, do the following before going onto the next step: go to Tools, Utilities, Other Utilities and Maintain Stock Location. Check all the stores (the names in RxOne registration) have ‘Admin location’ set to false.
In Xero setup, under Tracking categories, select ‘Create Store Name Tracking Category for Pharmacy’ and select ‘Save’.
This will automatically create the store tracking categories for each store registered in the RxOne registration details and map them to RxOne. The store names are the names in the RxOne user details (RxOne rego). (E.g. if you are a multi-location site with two stores sharing the same database, you will have 2 store tracking categories; one for each store).
Further Information
A: Creating a new supplier in Xero when delivering an invoice
On the ‘GST form’ that comes up when delivering an order invoice, select ‘Registered Suppliers with Xero’. Then select ‘Create new supplier in Xero’ and add in due date information (see FAQ 15.), then ‘save’. This will create the supplier in Xero, link it to the supplier in RxOne and post this invoice to Xero.
Under ‘Orders’, ‘View Creditors Files’, highlight an old invoice and click to edit the invoice. On the RHS of that screen, select ‘Registered Suppliers with Xero’, then create a new supplier in Xero. Either select ‘cancel’ to stop posting to Xero or select ‘Save’ to post this invoice to Xero, then exit.
B: Assigning Tracking categories to suppliers
In Xero Setup, on the first tab: Suppliers, you can also assign the ‘Departments (POS)’ or ‘Departments (Dispensary) tracking category to a supplier in the drop-down menu.
Do this for POS only or Dispensary only suppliers. E.g. Revlon is a ‘POS only’ supplier, you can then map it to “Departments (POS)”.
Or, if you have set up two suppliers for the general wholesaler: one for POS and one for dispensary, then assign the relevant department to the supplier.
If the supplier supplies both dispensary and POS items and you have only one account (E.g. Propharma, CDC) then leave this selection as ‘none’. If you do want to break down the purchase orders to POS and Dispensary, then use the ‘Stock Type to Order’ filter in orders to create either a POS or Dispensary order.
C: Auto send (auto-post) or not auto send invoices to Xero
Individual suppliers can be set up to either auto send or not auto send invoices to Xero.
Auto send (Default)
The default is to auto-send order invoices to Xero when an order invoice is completely delivered.
Switching off Auto send
You can switch off the auto send for a particular supplier and do a manual send to Xero later on.
To switch off the auto send, go to Orders, Supplier Settings, select the supplier and tick ‘Do not auto send orders to Xero’
To post these invoices to Xero later on, go to ‘Orders’, go to ‘Tools’, ‘View Creditors File’ to send using either ‘Send to Xero’ or ‘Bulk Send to Xero’
We recommend you switch off the auto-send for the general wholesalers (i.e. suppliers from whom you order daily). Then at the end of each week or month, go into View Creditors file, highlight these unsent invoices for the supplier and select ‘bulk send’ to Xero as one bill.
The difference between ‘Bulk send’ vs ‘Send to Xero’ in ‘View Creditors File’
If you have switched off the auto send on a supplier, you can go into Orders, Tools, View Creditors File and send to Xero later on. There are two options:
‘Send to Xero’, will send the selected invoices and create individual bills in Xero for each line selected.
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‘Bulk Send’ will send the selected invoices tallied into one bill in Xero for each supplier. The Reference number will be the date of the bulk send. You can still see the details for each invoice by double clicking on that bill or under ‘Edit Bill’ in Xero.
Pharmacy Procedure
Delivering an order invoice
After delivering a complete invoice, the Invoice GST form will display.
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When you have checked the details on the Invoice GST form and the supplier is set up and linked to a contact in Xero, the GST form will show a green text to show you what happens when you select ‘Save’. The invoice value will be posted to Xero under ‘Draft Bills’ OR ‘Awaiting Approval’ if you have a due date set for the supplier (or ‘Awaiting Payment’ if there is a due date and the ‘Approve invoices that have billing date set up on the contact within Xero’ tick box in Xero Set up is ticked – see FAQ 15). There will be a loading dialogue box to show progress which you can hide to show any prompts during the Xero posting process in the background.
If you are delivering an invoice for the first time for a new supplier, RxOne will show a red text to prompt you and you can select ‘Register supplier in Xero’ to create a new contact under Xero for this supplier to link the invoices to. See ‘Further Information’ above: A Creating new supplier in Xero when delivering an invoice.
‘Agent’ orders invoiced through the wholesaler
For an order made through a supplier's agent (e.g. Crossmark) then processed via the wholesaler and invoiced by the wholesaler (e.g. Propharma):
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The creditors file posted to Xero will then have both names on it for ease of reconciliation.
Posting non-auto send invoices
If you have switched off the auto-send for certain suppliers (e.g. general wholesalers) and you want these invoices to be posted to Xero, thenat the end of each week or month, go into View Creditors file, highlight these unsent invoices for each supplier that has auto send off, and select ‘bulk send’ to Xero as one bill.
Transfer out orders will not automatically be posted to Xero, so check for these and select ‘Send to Xero’.
Importing data from an RxOne Report directly into Xero
If you would like to export sales data into Xero, you can filter your data from an RxOne Sales Report. Please select or search for ‘Xero Export Report’ under the RxOne Main Menu, Reports, Sales Report, More Sales Reports.
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Ensure the supplier has a due date set against them in Xero. This can be set from the Xero Setup Screen or when creating a linked supplier (as shown below). You can set the due date to ensure that it gets paid straight away:
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Tick the check box above so that suppliers that are setup correctly are paid on the due date without requiring approval in Xero (invoice will come under Bills, ‘Awaiting Payment’ in Xero). If let unticked, the invoice will appear under ‘Awaiting Approval’ and the appropriate staff will need to approve in Xero once checked.
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