Xero - getting started

What does the connection do?

The Utilmate-Xero integration does two things.

• Daily at 1pm, Utilmate imports all customer payments from your bank accounts (provided you already have them connected to Xero) to Utilmate and allocates them to the right customer.
• On the 1st of each month, Utilmate exports draft journals to Xero for the previous months' sales.
  This reduces manual data entry, saving you time and increasing accuracy.

Xero setup and connection

If you haven't already, we recommend talking to your accountant before turning the connection on.  Watch the Get started with Utilmate and Xero video on how to connect Utilmate with Xero or follow the step-by-step instructions below.

Connect to your Xero account 

Log into Utilmate, select Add On's from the System Configuration under the Maintenance menu.

Click the Connect button go open Xero.

Enter your Xero login details and click Log in.

Select the Xero organisation to match to Utilmate then click on Allow access to complete the integration.

You'll be taken back to the Add On's screen in Utilmate.  Utilmate and Xero are now connected. All buildings are automatically assigned to this organisation.

Manually sync bank transactions

From time to time, you may need to manually synchronise bank transactions from Xero. This is useful when changes have been made in Xero and you want those updates reflected in Utilmate immediately, rather than waiting for the next scheduled synchronisation.

For example, if you add a new debtor code to your Xero receipt mapping, you can run a manual synchronisation so that any existing bank transactions using that debtor code are retrieved and the corresponding receipts are created in Utilmate.

To manually retrieve and import bank transactions from Xero, click Sync Bank Transactions button.

Enter the number of days of recent changes you want to retrieve, and click Sync.  

Note: By default, Utilmate retrieves bank transactions that have been created or updated within the last day. You can increase the number of days if you need to import older transactions or pick up changes made over a longer period.

 

Add additional Xero connections

You can add additional Xero organisation by clicking the Add Xero Organisation button.

Warning:  You will need to assign buildings to each Xero organisation.

Enter your Xero login details and click Log in. Select the Xero organisation to match to Utilmate then click Continue with 1 organisation to complete the integration.

Your additional Xero organisation is added.

Assign Buildings

When you have more than one Xero organisation integrated with Utilmate, we recommend you assign buildings to their Xero connections. Buildings that are not assigned will be linked with all your Xero organisations.

Click on Add Buildings button.

Check the building(s) to assign to the Xero organisation, then click Assign Buildings.

Click Save to assign the building(s).

The building is now assigned to the new Xero organisation and removed from other Xero organisation connections.