Contents
Updating Xero Integration Settings
Overview
Xero is an online accounting software that simplifies financial management by automating invoicing and reconciliation processes. The Xero integration feature connects your PlayHQ organization with your Xero account, automating invoice generation for you. This integration greatly reduces the time spent on data manipulation and validation, streamlining the invoicing process for treasurers.
Setting up Xero Account
Connecting to Xero
To connect your Xero account within PlayHQ, start by logging into the admin portal. From the main menu, navigate to Settings, select General, and then click on the Integrations sub-tab. At the bottom of the Integrations page, under the Xero section, click the Connect button. Next, select the " Log into Xero" button, which will direct you to the Xero login page.
Here, enter your credentials and click the Log in button. If there is an active Xero session in another tab, the system will recognise it automatically. Simply click the Allow access button to grant PlayHQ permission to connect to your Xero account.
Once connected, you can choose a primary contact to serve as the reference for generating sales invoices. A list of contacts from your Xero account will be available for selection. You can either choose PlayHQ from this list or create a new contact named "PlayHQ". After creating the contact in Xero, refresh the Admin Portal page to load the new contact, and then select it from the list.
Setting up the Mapping Table
Mapping Categories to GL Accounts
You will see a table with predefined categories, including product sales, registrations, and deductions such as vouchers and fees. For each category, select the corresponding Xero General Ledger (GL) account from the dropdown menu. Your available Xero GL codes will be listed for easy selection.
Note: The "Unmapped Revenue Items" category is a mandatory field. You must assign it to a GL code, as this category serves as a placeholder for any future categories, such as new product types or competitions. Any revenue items that do not match existing categories will be assigned to this field on the invoice until you update the mapping table.
While mapping the "Unmapped Revenue Items" is mandatory, it is advisable to map all relevant categories to their appropriate GL accounts. You can update the mapping table as needed, and you may assign the same GL account or tracking code to multiple categories if required.
Optional Tracking Codes
If the tracking codes are set up in Xero, up to two additional tracking columns will be displayed. Your organisation’s Xero tracking codes will be accessible via a dropdown menu for convenient selection. Mapping these tracking codes to the relevant categories is optional.
After completing all mandatory fields, click Save to apply your settings. Your account will then return to a Xero-connected state, confirming that the setup is complete.
Xero Account Post-Setup
Once the setup is complete, the PlayHQ system will automatically generate invoices in your organisation's Xero account each time funds are disbursed. These invoices will include a breakdown of the pre-tax funds based on the categories mapped during the setup. Xero will calculate Tax/GST in the invoice according to the mapped GL account codes.
Please ensure that each GL code in Xero has the appropriate tax rate configured, especially if your organisation is registered for GST. Incorrect tax configurations may lead to discrepancies in the invoice totals. If tax is calculated correctly, the payout total should match the invoice total, although minor differences may occur in the transaction report due to rounding.
Updating Xero Integration Settings
You can update any Xero connection details or mappings at any time. To update your Xero settings, select Settings, then General from the main menu, and click the Integrations sub-tab. At the bottom of the Integrations page, under the Xero section, click the " Edit " button.
To disconnect Xero, select the Disconnect button instead of the Edit button. A confirmation pop-up will appear, allowing you to disconnect Xero by selecting Disconnect, or you can choose Cancel to return to the previous screen.
Error Handling
If a GL account code and/or contact that was previously mapped in PlayHQ is subsequently removed from Xero, an error will appear on the Xero connection page for the connected organisation in PlayHQ. This error will indicate which mapping was removed and will request that you select a new mapping before saving the updated configurations. If the Xero integration is disconnected, subsequent invoices will cease to generate. To resolve this, disconnect from PlayHQ and reconnect to Xero by following the steps outlined above.