This guide provides detailed instructions on setting up the Xero Exporter in HirePOS for seamless integration with Xero accounting software.

The Xero Exporter feature in HirePOS enables users to push Invoices, Payments, and Purchase Orders to Xero. Additionally, it allows for the import of Payments back from Xero.

Bank feeds are also supported in HirePOS f you prefer to receive all payments in HirePOS first, and then push the Payments over to Xero.

To set up the Xero Exporter in HirePOS, follow these steps:

1. From the menu strip at the top, navigate to Setup > Preferences > Accounting Integration & Other API's.

2. Click on the Accounting Integration menu option.

3. Change the Accounting Software option to Xero and note the Xero settings that appear.

To connect HirePOS to Xero, copy unique keys from Xero and paste them into HirePOS.

1. Go to https://developer.xero.com/myapps/ and log in.

2. Click 'New app' (top right).

3. In App name, enter the name as shown in Setup > Preferences > Accounting/API's in HirePOS (usually HirePOS (<your business name>)).

4. In Company or application URL, enter https://www.hirepos.com.au.

5. Leave Privacy Policy URL (optional) empty.

6. In OAuth 2.0 redirect URI, enter https://hirepos-xero2.azurewebsites.net/Members/XeroAuthorize.

   1. Double-check the URI to avoid issues, as many issues users encounter in these steps are from not completely copying certain bits of data

7. Accept Terms & Conditions and click Create app.

8. In the app’s configuration section, copy the Client ID into the Client id box in HirePOS.

9. Click Generate Secret, copy the secret, and paste it into Client Secret box in HirePOS.

10. Press Save Changes.

11. Return to the HirePOS home screen, and the Xero button will now be available.

After completing the setup, a Xero button will be available on the HirePOS home screen for easy access to the Xero Exporter.

1. Click the Xero Export tile on the Home page in HirePOS.
   This opens an Allow access to Xero web page.

2. You will see a page asking if you want to allow the app to connect to Xero for 30 minutes. Select the correct Xero company file if you have more than one, then click Allow access and you will be redirected the HirePOS Xero Exporter app.

The next step is to add your Xero Chart Of Account Codes to HirePOS.

To export invoices, copy the relevant Chart of Accounts (COA) codes from Xero to HirePOS for each invoice line.

COA codes can be set at different levels, with the exporter using the highest priority available:

1. Invoice Category

2. Item

3. Item Category

4. Item Type

If no COA code exists at the first (lowest) level, then the exporter will "fall back" to the next level, and so on.

The simplest approach is to enter basic revenue COA codes under Setup > Items Related > Item Types in the "Xero Income Code" field, e.g., Xero’s default 200 code for all Item Types or separate codes for Hire, Sales, and Miscellaneous.

For Purchase Orders, match COA codes in the Xero Expense Code field, typically under "Item Type" or "Item Category."

Match HirePOS Tax Codes with Xero Tax Rates

1. In Xero, go to Accounting > Advanced > Tax rates.
   Check the equivalent tax in Xero and take note of the Name column.

2. In HirePOS, go to Setup > Tax Codes.

3. Click a tax code to edit.

4. In the Xero Tax (Income) field enter the Xero Tax Name, e.g. GST on Income.

Xero uses tracking categories for better organization.

See the Tracking Categories guide for more info.

You can configure the Xero Rounding Account in HirePOS to handle rounding variations between Xero and HirePOS. Ensure the rounding code matches in both systems to avoid errors during export.
See the Xero Rounding Account guide form more info.

To Export Invoices to Xero:

1. Click the Xero button on the main screen.  This will open a second tab in your browser.

2. If you are not already signed into Xero you will be taken to the Xero login page to sign in.

3. After signing in, ensure you have the correct company file selected if you have multiple companies, then click the 'Allow access for 30 minutes' button.

4. There are 3 separate tabs for each export, i.e. Invoices, Payments, and Orders. Ensure you are on the first tab.

5. Check off the records you wish to sync over, or select all, and then click the Export button.

   1. Ensure the Date From & Date To fields are set to a range which will include the invoices you wish to export.

If you have exported an Invoice to Xero by mistake, you can select the invoice in Xero and click Mark As Pending.

Since the invoice has already been sent to Xero, you will need to either change its status to Draft in Xero, make any necessary amendments, and then switch it back to Approved; or if Archive the invoice if you do not need the invoice anymore, as records cannot be deleted in Xero.

You can use the void option for an invoice that is in draft or awaiting approval status.

Payments are exported to Xero separately from Invoices.

Read more on exporting payments to Xero here: https://docs.hirepos.com/en/articles/2312897

The export also allows you to import Payments made in Xero into HirePOS.

Read more on this process here: https://docs.hirepos.com/en/articles/2312961

Xero doesn’t recognize 'Bonds' or 'Hires,' so bond payments in HirePOS are exported as Overpayments in Xero.

Non-bond payments are applied to invoices normally. If you refund a bond in HirePOS, the refund will be exported as an Overpayment Refund in Xero.

See the Exporting Bonds to Xero guide for more info.

You can also export Purchase Orders to Xero using the Orders tab. To be shown in the Orders tab an Order must have the Received status, meaning that it has a set value in its Date Received field.

In Xero, Purchase Orders on Xero do not have a visible due date, meaning that the Days Due (default) field will have no affect on them.

Bills in Xero do have a due date, however, so if you switch on the Export Orders As Purchase Bills option in the Options tab, the Order will be exported as a bill with its due date set to be the amount of days specified in the Days Due (default) field after the Order’s received date. For example, if an order was received on the 4/10/2024 and you set the Days Due to be 3 days, the exported bill for this order will have a Due date of 6/10/2024.

Clicking the Filters button will display some additional filtering options.

• Search for Branch – Filters results by the selected branch

• Search for Invoice Category – Filters results by the selected Invoice Category  

• Hide Completed – Hides sales records that have already been exported.

  • This is enabled by default, so if you want to see exported invoices then simply switch this filter OFF.

• Exclude ‘On Hire’ Invoices – Prevents Invoices that are currently on Hire from being displayed

  • Except First Invoice – Shows On Hire Invoices that have not been roll over for the first time yet.

Refer to the Common Xero Export Errors article for troubleshooting guidance: https://docs.hirepos.com/en/articles/2312641

Although uncommon, occasionally Xero can experience technical issues. Some of these issues may be related to the API connection between HirePOS and Xero (what HirePOS uses to export / import with Xero).

If you are having trouble connecting with Xero from HirePOS (for example, are getting a "504 Gateway Time-Out" error), it is worth checking the Xero API Status Page to see Xero has recorded an incident, and have published any estimated recovery time.

Xero's API Status Page can be found here: https://status.developer.xero.com/

By following these steps and best practices, you can ensure a smooth and accurate integration between HirePOS and Xero using the Xero Exporter feature.