Xero Contact and Staff Settings

Learn how to use each of the options on the Xero Connect 'Contacts and Staff' screen.

NEW 4.8.5

Setup required before use	Who Can Use It?	Where Is It?
Enter Contact Card ID's Enter Staff Card ID's System Settings > Contact Card ID	Administrator System Administrator	Connect > Xero Connect > Run Connect > Contacts and Staff Settings

Tip: Card ID entry on contacts is mandatory for the sync to Xero. Learn more about how to make Card ID's mandatory for entry using System Settings for Contacts.

What are Xero Contacts and Staff Settings?

Use the contact settings to choose if all Synergy contacts will be sent in the sync to Xero, or if only the contacts linked to invoice and expense records for the period will be sent. If Synergy contacts have been updated, the changed fields sent in the Xero Connect interface are also transferred in the sync. Using the Update Contacts in Xero option helps you to keep the contact details in Xero and Synergy matching and in sync.

Staff records are sent in the sync to Xero, when the staff member has entered a staff expense for the period. Staff records will appear in Xero as a Supplier Contact, to allow for reimbursement for the expense to the staff member.

Why use Xero Contacts and Staff Settings?

Actions available

Change Description	Changed Within	Result
The contact has just been entered into Synergy.	Synergy	Synergy Connect will complete the initial check on the 'Contact Name' field. If an exact match is found in Xero then the Card ID number is added to the existing Xero Contact. If the contact doesn't exist in Xero, then a new contact record is created in Xero with the Card ID number from Synergy attached. If the Card ID number is attached to the Xero and Synergy Contact record then the sync will still complete if the contact name has been amended in Xero to be a different trading name which is different to the Synergy contact name.
The contact has been entered in both Synergy and Xero before running the sync.	Synergy and Xero	The preview screen of Synergy Connect will recognise the two contacts are the same, based on the Contact Name field matching. When this field matches the contact will updated in Xero and the Card ID number will be added to the existing Xero Contact record for use when the sync matches contact records in future Connect sync runs. Contact details are only updated in Xero if this is selected in the Synergy sync configuration wizard.
The contact address, phone, fax, mobile, email address, or ABN number fields have been updated in Synergy. The contact record already exists in Xero.	Synergy	The contacts details will be updated on the existing record in Xero. The contact name and card ID have not been changed in Synergy. These contact details will be updated on the existing contact record in Xero to match what is entered in Synergy.
Change the Card ID on a Synergy Contact. The Contact has already been sync'd to Xero in a previous run.	Synergy	A second contact record will be created on the next sync to Xero for the new Card ID entered.
Change the Contact Name in Synergy. The Contact has already been sync'd to Xero in a previous run.	Synergy	If Xero and Synergy have the same Card ID number attached to the record, then the contact details will be updated on the existing record in Xero. If Xero does not have the Card ID number attached then an additional record will be created in Xero on the next sync. The contact will have the new contact name entered in Synergy.
Merge two contacts in Xero together. The contacts were sync'd to Xero in a previous run.	Xero	The next time a sync is run, a new record for the merged contact will be created in Xero. This is because the sync process is looking to match on Contact Name and CARD ID, and if both fields don't match a new record is always created.
How the sync works for a Synergy Individual Contact vs a Company Contact.	Synergy	The process for syncing the contact details is the same. However for Individual Contacts the First and Last Name are combined into the one 'Contact' field in Xero, and then also added as the First and Last name for the Contact Person field in Xero. For Company contacts the company name entered in Synergy will be the contact name in Synergy and Xero. The Contact Person field in Xero will be blank.
A Card ID has not been entered on the Synergy contact or staff member.	Synergy	Synergy Connect will not be able to transfer the Contact or Staff member details to Xero until a Card ID has been entered. In the preview the sync window an error will be shown if this information is missing.
Unable to skip Staff Contacts from sync preview screen.	Synergy	Staff records must have a Card ID entered before the sync is run. There is no option to remove these details from the sync in Synergy, due to the way this information is interfaced with Xero. If this field has a missing Card ID then the sync cannot be run. Use the Edit button on the Staff Contact row to add a Card ID number, and then run the sync. Or add filter on the Staff Expenses Tab to exclude the staff member. Learn more about Staff Expenses filters.
Invalid email address warning	Synergy	Xero will only allow a contact email address to be added if it is considered valid. i.e. wilma@theflintstones.com is a valid email address, and @theflintstones.com is an invalid email address. A warning is shown for the invalid email address in the Preview the sync screen. The contact record can still be sync'd to Xero, however the email address will not be sent to Xero as it is not valid. Correct an invalid email address in the Preview window by pressing the edit button and updating the details. Learn more about using Preview the sync to Xero.

Tip: Learn more about how to enter Card ID numbers on Synergy Contact records.

Synergy Contact fields sent to Xero

Tip: The Card ID details cannot be updated in Xero. All other fields are amendable in Xero after the sync is complete.

Xero Contact and Staff Settings

What are Xero Contacts and Staff Settings?

Why use Xero Contacts and Staff Settings?

Actions available

Synergy Contact fields sent to Xero

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