NEW 4.8.5Learn how to use each of the options on the Xero Connect 'Contacts and Staff' screen. NEW 4.8.5
Getting Started
| Setup required before use | Who Can Use It? | Where Is It? |
|---|---|---|
|
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.
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.
Choose which Synergy contacts and staff records will be transferred to Xero.
Steps to setup which contacts are sync'd to Xero
Step 1: Select if you will 'Export Contacts'
Check the 'Export Contacts' box if the Synergy Contact details should be sent to Xero in the sync. The options for Step 2 and 3 below are only available if this option has been selected.
Tip: When this is uncheck contact details are not sent to Xero.
Step 2: Select if the sync should 'Update Contacts in Xero'
Keep the contact details in Xero up to date and matching what has been entered in Synergy.
Check the 'Update Contacts in Xero' box to transfer any updates to the Synergy Contact to Xero. Updates to the following Synergy contact fields are sent in the sync: ABN, Phone, Fax, Email, Mobile, Postal Address, Street Address and Card ID number.
The sync preview screen will show 'Update' as the action for the contact when new details are being sent to Xero, and 'Add' is shown if the record is being sent for the first time to Xero.
Tips:
Step 3: Select if the sync will 'Export Contacts Attached to Invoices and Expenses Only'
Choose if you will export all contacts in the Synergy database to Xero, or if you will just export the contacts that are attached to the invoices or expenses that are included in the sync.
By default this option is checked, to only send contacts that are on invoices or expenses. Uncheck this box to send every contact in Synergy to Xero. This can be a useful task to complete when you are getting started with Xero, to ensure that both Synergy and Xero have the same contact details included, as stop duplicates being created in Xero.
'Contact Export Card ID is Required' option
This checkbox option is currently unavailable. This check box will appear greyed out until Xero supports duplicate contacts using a Card ID. Contact Card ID is mandatory for every contact or staff record sent in the sync to Xero.
Staff records are included in the sync when they are linked to expenses
Synergy Staff records are added to Xero as supplier contacts by the Connect sync. Staff records are sent to Xero if the staff member has entered a Synergy Cash or Travel Expense for the period. The staff record is sent to Xero so that they can be reimbursed for expense in the same way that you would pay a Supplier using the Purchases > Bills functionality in Xero.
Where to find the Synergy Contacts and Staff in Xero
In Xero you can find the sync'd data in Contacts > All Contacts list.
Contacts will be shown in Xero as a Customer record when linked to an invoice, and a Supplier record when linked to an expense. Staff records will be sent as a Supplier Contact record with the Synergy cash or travel expense.
If the contacts are sent without being linked to an invoice or expense they can only be found in the All Contacts list in Xero.
Tips and tricks about the Contacts and Staff Sync
What to expect when amendments occur to Contact or Staff in Synergy or Xero.
| 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.
The Synergy Contact fields sent to Xero as part of the Sync
The information is placed into the matching contact field in Xero.
Tip: The Card ID details cannot be updated in Xero. All other fields are amendable in Xero after the sync is complete.
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