Xero Integration

[Revised May 2020] 

 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:

1. 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.
   
   

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2. Make sure in BigBro that both NetCreditorFile = True and NetCreditorFileWPF = True

3. 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:

1. 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.

2. Do the same for accounts in the second Accounts tab.

3. 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.

4. 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.

5. 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.

6. 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.

7. 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.

Setup Tab 1. Suppliers

• You will see two lists, the LHS is the list of active suppliers (ordered from the last three months) and the RHS is a list of all suppliers.

• If it’s a new Xero account, highlight all active (or all) suppliers and click ‘Create Active Supplier In Xero’ which will create a supplier and link it to RxOne. Alternatively, you can create them in Xero as you deliver an invoice from the GST form (see ‘A: Creating a new supplier in Xero when delivering an invoice’ in Further Information).

• If there are suppliers/contacts set up in Xero already, then select them from the ‘Xero Account’ drop down menu next to the RxOne Item Name/RxOne Supplier name that you wish to link it to. If the name of a supplier in RxOne and Xero are exactly the same, then RxOne will map these suppliers automatically; otherwise you have to search for the specific one to link it to.

• The third column Xero Tracking Category lets you set a Xero Tracking Category that is supplier-specific (see below ‘B: Assigning Tracking categories to suppliers’).

• For suppliers that you order from daily, you may want to switch off auto-send (which is on by default) – see ‘C: Auto send (auto-post) or not auto send invoices to Xero’.

• Select ‘save’ to save any links made.

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Setup Tab 2. Accounts

• There are tracking categories available so you can track sales by accounts. As with the first suppliers tab, active accounts (used in last three months) are listed on the LHS, and all accounts on the RHS.

• If you or your accountant would like to track your sales by account names then please create the account in Xero and link it to the corresponding account here in the drop-down menu.

Setup Tab 3. Payment Types and Account Types

There are tracking categories available so you can track sales by sales type (e.g. Eftpos, cash, vouchers etc) or account types (group of suppliers).

If you or your accountant would like to track your sales by sales type or account type then create the account in Xero and link using the drop-down menu next to the corresponding RxOne Item Name.

Setup Tab 4. Mapping of RxOne to Xero Chart of Accounts, Tax Types

• The order invoices are usually linked to the ‘Purchases’ in Xero Chart of Accounts. Please let RxOne know which account code (from the Xero Chart of Accounts you want your order invoices (purchases) to match to. ‘Cost of Goods Sold’ should also be matched to the equivalent in Xero.

• In the fourth tab, ‘Misc Type’ on the LHS allows you to map ‘Purchases’ Item Name to the appropriate Xero Chart of Accounts e.g. ‘Purchases’. Select ‘Save’ to save the mapping (linking).

• If you have separate Dispensary Purchases and POS Purchases accounts in Xero, we suggest you create a single ‘Purchases’ account which all purchases will be mapped to, then use the Xero tracking categories (next tab/step 5) to track dispensary and POS purchases. Discuss and check with your accountant to ensure they are happy with this setup.

• On the RHS you can set Tax Types. The Tax Types for NZ are as below:

Setup Tab 5. Xero Tracking Categories for POS and DISP department categories and pharmacy store categories

• RxOne has set up two default tracking categories: ‘Departments’ and ‘Stores’. This will enable you to filter the reports in Xero by department (POS or DISP stock type) or by store (if you manage several pharmacies in one Xero account.

• ALL pharmacies must do this step on the master computer. Even if there is only one store, this needs to be done to future proof any changes that may occur (e.g. adding another store or change in ownership).

• Use the button ‘Create Department Tracking Category for Stock and Sale Types’ to create POS and DISP stock tracking categories in Xero that will map to RxOne automatically; and these will appear in the drop-down menus below the button. You can also manually create the tracking categories in Xero but if you do this, you will also need to manually map them in RxOne. If you have already created your own tracking categories, you can map these or archive your own and use RxOne’s. Please discuss this with your accountant. Note: These two tracking options are mapped to the ‘Stock Type to Order for’ flag in orders. If you have created an order by selecting POS or DISP under the filter ‘Stock Type to Order for’, these orders will then be assigned the tracking category of Department (POS) or Department (Disp) respectively. If you have a wholesaler dispensary (Ethicals) and a wholesaler POS account then see later on for ‘B: Assigning Tracking categories to suppliers’ NOTE: if you have ordered both POS and Dispensary items in a single order, this tracking cannot be applied.

• The above applies for the button on the right ‘Create Store Name Tracking Category for Pharmacy’ which is for tracking sales between different pharmacies/stores using the same Xero account.

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.  

‘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.

• 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

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, then at 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.

Select ‘Export’ and choose the xlsx format, then import into Xero

FAQs

1. The suppliers have been all matched/mapped, but a message is coming up saying can’t send to Xero. What do I do?

Check you have mapped the Xero account code (from the Chart of Accounts) to the RxOne purchases. Go to RxOne Start Menu, Tools, Utilities, Internet Utilities, Xero Utilities, Xero Setup, ‘Misc Type’ tab, and map ‘Purchases’ in RxOne Item name to the appropriate Xero chart of accounts e.g. ‘Purchases’.

2. If I've gone into the Xero Setup to map the RxOne supplier to Xero, but there is no matching supplier in Xero. what do I do?

While still under Xero setup (i.e. RxOne Start Menu, Tools, Utilities, Internet Utilities, Xero Utilities, Xero Setup), go to the Supplier tab and highlight the supplier you want to create, then click ‘Add Selected Supplier to Xero’. This will automatically add the suppliers into Xero and link them to RxOne. Assign the departments (POS/DISP) if appropriate.

3. The ‘GST details form’ has a red message saying “The details of this invoice will not be sent to Xero as this supplier has not been set up in RxOne and/or Xero to post invoices to Xero”.  What does it mean and what should I do?

This means RxOne will not post the invoice into Xero as the supplier has either not been added into Xero or has not been mapped in RxOne Xero setup.

Either select Xero Setup on the ‘GST details’ form to map the supplier and then select ‘Save’ to post the invoice to Xero or ‘Save this form’, and then later on go to the RxOne Start Menu, Utilities, Internet Utilities, Xero setup to map the supplier and then send the invoice from ‘View Creditors File’ in orders.

(If there is no Xero account to map to, then go to RxOne Xero setup to export the supplier into Xero and link to RxOne as per answer to question 2 above)

4. How do I check if an invoice has been posted?

In RxOne, go to Tools, View Creditors File. The ‘Sent to Xero’ check box will be ticked if it has been posted to Xero. Also check in Xero, under Accounts, Purchases.

5. Can I change the details of an invoice that has been posted and resend the new information?

Yes, you can. First go into Xero and delete the entry, then go to ‘View Creditors File’ and double click into the selected invoice and change the details and ‘Save’. Then highlight the line and select ‘Send to Xero’.

6. What’s the difference between ‘Send to Xero’ and ‘Bulk Send to Xero?

‘Send to Xero’ will create individual invoices in Xero for each row selected.  

‘Bulk Send’ creates one bill in Xero for each supplier i.e. you can highlight a few invoices for the same supplier and select bulk send to Xero and these invoices will be tallied into one bill. The Reference number will be the date of the bulk send. You can still see the details for each invoice under ‘Edit Bill’ in Xero.

7. In ‘Bulk Send’ can you highlight more than one supplier’s invoices under View creditors file?

If, for example, you highlighted 2x 3M invoices and 3x Propharma invoices and selected Bulk Send. Two lines will appear in Xero’s draft bill: one for Propharma and one for 3M.   When you double click into the ‘bill’ the individual invoices will be there.

8. One of my invoices does not seem to have been posted to Xero. What should I do?

There could be a few reasons why the invoices may not have been posted: either the supplier is not mapped/ linked between RxOne and Xero, ‘don’t autosend’ is ticked or there is an issue with the internet at the time of posting.

a) Go to the RxOne Start Menu, Utilities, Internet Utilities, Xero setup and check the supplier in RxOne has been mapped to the appropriate Xero account. Map it, if it hasn't been mapped.  

After doing the mapping, go into the Creditors file, highlight the invoice and ‘Send to Xero’.  

b) If the supplier has been mapped in the Xero setup, then go to Orders, View Creditors file and check if the ‘Send to Xero’ flag is ticked or not.

If the ‘Send to Xero’ flag is not ticked, then go to Orders, Supplier settings and check whether or not ‘Do not auto send orders to Xero’ is ticked or not. If ticked, then go back to ‘View Creditors File’ to send.

If the ‘Send to Xero’ flag is ticked, double check Xero. Hint: Maybe it was done as a bulk send which means it will appear in a single bill. Check any bills in Xero that just have a date as the reference.

9. Is there a safeguard to stop an invoice that has already been posted from being posted again?

Yes, if you are in the Creditors file and try to post an invoice that has already been sent, a ‘Post Confirmation’ warning message will come up: “The invoice XXXXX is already posted. Delete the previous entry in your Xero account to post again. Are you sure you want to post again?”

If you say yes to post the invoice again, please ensure you go into Xero to delete the previous entry. (Otherwise, you will have two postings in Xero for the invoice).   

10. What happens when I ‘undo a delivered invoice’ and redeliver it?

When you ‘undo a delivered invoice’, it will prompt you to manually remove the file in the RxOne Creditors file and in Xero. If you don't do this, you will end up with two postings when you deliver the invoice again.

11. How should ‘Agent’ orders be handled? (i.e. the order is made through a supplier's agent e.g. Crossmark and the order is processed through the wholesaler and invoiced by the wholesaler e.g. Propharma. I would like to keep track of what’s been ordered through Crossmark).

When acknowledging the order keep the invoice supplier as the product supplier e.g. Crossmark. Then deliver the order and when the GST invoice form comes up, change the supplier on this to the general wholesaler e.g. Propharma. (The creditors file is separate from the invoices. The creditors file posted to Xero will have the wholesaler's name on it. But the invoices and orders will have the product supplier's name)

12. How should I handle the situation where I don’t do separate wholesaler orders for POS and dispensary (Ethicals) stock, but I still want to track the POS and Dispensary purchases. Also the supplier sends us a monthly invoice with the POS and Ethicals breakdown?

Either use the ‘Stock Type to Order’ filter in orders to create separate orders for POS or Dispensary orders. When these invoices are sent/posted to Xero, it can then be tracked as POS or Dispensary in Xero. However this obviously means they are sent as separate orders and you will get two separate invoices.

Or, if the option of creating separate orders by stock type is not feasible, then switch off the auto-send to Xero in the supplier utilities and don’t post this supplier’s invoices to Xero via RxOne. Wait till the monthly summary invoice to come and then manually enter this into Xero with the appropriate tracking category.

13. What do I do if I have a new supplier?

Create the supplier as usual in RxOne, then go to the RxOne Start Menu, Utilities, Internet Utilities, Xero Setup. Find the supplier on the RHS panel, highlight the supplier, then select ‘Add Selected Supplier to Xero’. This will automatically add the supplier into Xero and link them to RxOne. Assign the departments (POS/DISP) if appropriate.

14. What do I do when the wholesaler has supplied an order with more than one invoice number (e.g. fridge items, controlled drugs and the ‘main’ order all came in on one order but have 3 different paper invoice numbers)?

Deliver the order invoice as usual. When the ‘invoice’ has been delivered completely, the ‘GST form’ will come up. On this form, under ‘Invoice Reference No.’, enter in all the invoice numbers for that order.

15. Invoices are not showing a due date in Xero and going in as a Draft Bill?

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:

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.

16. Credits are not going to Xero Automatically?

Yes credit notes from the creditors file will be sent to Xero Bills under ‘Awaiting Approval’ and appears with a “CR” symbol next to it. They will not be processed any further until they are linked or matched to an invoice which can only happen in Xero.