Preview the Xero Sync

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 > Preview screen

The Preview window has an active connection to the Xero company datafile. Checks against the Synergy and Xero data are completed by the Preview window to ensure that all the data is valid to be sent using the Xero Connect interface. Any warning messages about the Synergy or Xero data being incorrect are shown with the warning symbol . The Xero Connect Interface cannot be run until all the warnings are resolved.

Check the data shown in each tab in the Preview window:

1. ContactsCheck which contacts and staff member details are being sent to Xero, and if any records are missing a CARD ID number. A warning is also shown if the email address is entered on the contact in the incorrect format.
2. Invoice LinesCheck which invoice lines are being sent to Xero, and if the account code matches in both Synergy and Xero.
3. Credit LinesCheck which credit lines are being sent to Xero, and if the account code matches in both Synergy and Xero.
4. ItemsDisplays a list of Xero Inventory Items that will be created or used by the Connect interface.
5. Export PaymentsCheck which payments will be exported to Xero, and if the payment type has been selected on the expense, and if the linked invoice already exists in Xero.
6. Import PaymentsCheck which payments will be imported into Synergy from Xero, and if the linked invoice already exists in Synergy.
7. Supplier Expense LinesCheck which supplier expense lines are being sent to Xero, and if the account code matches in both Synergy and Xero.
8. Supplier Expense Payments NEW 4.8.8Check which supplier expense payments will be imported to Synergy.
9. Staff Expense LinesCheck which staff expense lines are being sent to Xero, and if the account code matches in both Synergy and Xero.

Each screen contains a 'Skip' button on each row. Skip rows that you don't want to send in this Xero Connect run, or skip rows with errors to resolve the warnings shown and send the data in a later sync to Xero. Each tab also has a 'Skip All' option to allow you to skip all the lines on each of the tabs when required.

After all error warnings have been resolved, refresh the Preview Window. Once the Preview window does not show any error warnings you can then click the Run button to start the Connect sync to Xero.

The sync process will take a few minutes to complete. For example: sending data from a large clients database to Xero will take up to 7 minutes to complete, when the sync includes 3 months of data . For a single month of data this sync process will take 1-2 minutes to complete.

Before running the connect sync it is important to review all warnings and errors that are shown in the preview window.

• Warning - orange error text - The data shown with a warning will still be sent via Connect to Xero. The warning is shown to advise there is some missing data from the Synergy record, the data in Synergy is not in a valid Xero format, or for Supplier (bills) that the purchase / bill invoice number already exists in Xero.
• Error - red error text - The data shown with an error message will not be sent via Connect to Xero. Error messages are shown to advise that the account code mapping is incorrect, or the contact is missing a card ID number, or the supplier expense bill payment already exists in Synergy.

To learn what a specific error or warning message means, read more here in Xero Connect solutions for errors.

The contacts tab displays each Synergy Contact that will be added to Xero as either a Customer or Supplier Xero Contact. Xero Customer Contacts are linked to invoice records, and Supplier Contacts are linked to expenses. Synergy Staff who enter Cash or Travel Expenses are also sent to Xero as Supplier Contact records.

The following actions are available in the Contacts Tab

View a list of each invoice line that will be sent to Xero. In Synergy each invoice is made up with a line for each sub project included on the invoice. For example: A Project has four Sub Projects. Each of the Sub Projects are included on the invoice. This makes a total of four invoice lines that will be shown in the Xero Preview window. Synergy $0 invoices are excluded from the interface as they cannot be sent to Xero.

View a list of each credit note line that will be sent to Xero. In Synergy each credit note is made up with a line for each sub project included on the credit note. For example: A Project has four Sub Projects. Each of the Sub Projects are included on the credit note. This makes a total of four credit note lines that will be shown in the Xero Preview window. Synergy $0 credit notes are excluded from the interface as they cannot be sent to Xero.

The items tab displays a read only list of the Xero Inventory Items that will be created when Connect is run. The Inventory Items will be created in Xero linked to either a Sales Account for Synergy invoices, or a Purchases Account for Synergy expenses. There are no actions available on this tab.

View a list of each Synergy invoice payments that will be sent to Xero. A Synergy payment can only be sent to Xero if the invoice number that the payment is linked to in Synergy, also exists within Xero.

View a list of each Xero invoice payments that will be imported to Synergy. A Xero payment can only be imported to Synergy if the invoice number that the payment is linked to in Xero, also exists within Synergy. Payments entered in Xero for expenses (creditors) or Xero payroll payments are excluded from the Synergy import payments list. Only Xero payments for invoices are displayed.

View a list of each supplier expense disbursement lines that will be sent to Xero. In Synergy a supplier expense can be is made up of multiple disbursement lines, to allocate different parts of the invoice to different Synergy projects. A supplier expense will only be shown in the Preview window if it has been fully disbursed.

View a list of the payments that will be imported for Supplier expense from Xero. Payments are only imported when the Xero Bill is marked as paid in full. Partial Xero Bill payments are ignored and not shown in the preview. Import the payment flag for the supplier expenses in Synergy to easily keep track of which items have been paid in full in Synergy, without having to manually reconcile the two systems.

The Xero payment date and note are imported to the Synergy supplier expense (as shown in the image below).

Click the image above to view an imported supplier expense payment.

View a list of each staff cash and travel expense entered in Synergy that will be sent to Xero. A separate row is shown for each line entered in either Cash or Travel Expenses functions.

Click the Refresh button in the bottom toolbar to update all the Preview tabs for the Xero Connect Sync. This will obtain the latest details from Synergy and Xero, and allow you to check these details before you run the sync.

Click the eraser button shown on a row in the Preview screen to remove the row from being sent in this Xero Connect Sync. Once a row has been removed, it is shown as a 'Skipped' record for that Sync.

Also try using the 'Skip' all button at the end of the tab, to skip all the records in the tab. An 'Select All' button is then available in the Skipped Items window to add back all the items on a tab again.

Use the Skip Records feature if a Preview row displays and error that you want to resolve at a later time, or if the data shown is not ready to be interfaced to Xero. Once the data is ready to be sent to Xero, use the Skipped Records button in the bottom right hand corner of each tab, which allows any of the skipped records to be added back to the Xero Connect Sync.

After all the errors have been resolved in the Preview tabs, the 'Run' button in the bottom toolbar is enabled.

Press the run button to send the data to Xero, once you have checked that all the records required are shown in the Preview tabs, and skipped any records that you do not want to be sent in this Sync run. The sync process will take a few minutes to complete. The sync has completed once the report is shown. Learn more about the Xero Connect Report Results.

1. NameThe name of the Synergy Contact or Staff Member is displayed.
2. Card IDThe Card ID entered on the Synergy Contact or Staff Member is shown. If this field is blank a error will be shown that the CARD ID is mandatory, and the information must be added to the record before the sync to Xero is completed.
3. EmailThe email address for the Synergy Contact is displayed. Email addresses are not transferred to Xero for Staff records. If the Contact email address is not in a valid format, then the email address is highlighted in orange. An email address cannot be added to the contact in Xero unless it is stored in Synergy in a valid format. i.e. robert@paradise.com is a valid email address, and @paradise.com is an invalid email address format.
4. Xero ContactThe name of the contact that will be created or already exists in Xero is displayed.
5. ActionIf the record does not already exist in Xero then 'Add' will be shown. If the record already exists in Xero then 'Update' will be shown. If an error is shown against the row then 'None' will be shown as the row will not be sent to Xero until the error is resolved.
6. ErrorAn error will be shown in red text colour if the Card ID is missing from a Contact or Staff record in Synergy. A warning will be shown in orange text colour if the email address in Synergy is entered in a incorrect format. errors must be resolved before the sync can be run to Xero. Warnings do not have to be resolved, the problem field will be skipped when the interface is run to Xero.

1. Invoice #The Synergy invoice number is shown.
2. DateThe Invoice Date is shown.
3. Project #The project number that the invoice has been created for is shown.
4. ReferenceEither the project #, project client reference number or the invoice note text is shown. If these details have not been entered on the project / invoice then this field will be blank.
5. ContactThe Synergy Contact that the invoice is address to.
6. Item CodeThe Xero Inventory Item Code that the invoice row will be linked to.
7. Item DescriptionThe description of the Xero Inventory Item.
8. DescriptionThe description that will be added to the invoice line in Xero.
9. AccountThe account code that will be used for the invoice line in Xero.
10. Amount inc taxThe amount of the invoice line that will be created in Xero. This is an excluding tax value.
11. Tax CodeThe Xero tax code that will be applied to the invoice line.
12. Xero Tracking Category 1The column header is the name of the first tracking category from Xero is shown. The column is populated with the tracking category detail that will be added to the Invoice Line in Xero. This is configured on the Tracking Category Mapping screen. If blank the details have not been entered on the Project, Sub Project or Contact record in Synergy.
13. Xero Tracking Category 2The column header is the name of the second tracking category from Xero is shown. The column is populated with the tracking category detail that will be added to the Invoice Line in Xero. This is configured on the Tracking Category Mapping screen. If blank the details have not been entered on the Project, Sub Project or Contact record in Synergy.
14. ActionThe action of 'None' is shown if there is an error displayed, as the invoice cannot be sent to Xero when an error exists. The action of 'Add' is shown if there are no errors shown for the invoice line. All lines that display 'Add' will be sent to Xero.
15. ErrorAn error will be shown in red text colour if the Account Code is not setup correctly in Synergy, or if it does not exist in Xero. If an error is shown for an invoice row, the row cannot be sent to Xero in the sync.

1. Invoice #The Synergy credit note number.
2. DateThe Synergy credit note date.
3. Project #The project number that the credit note has been raised against.
4. ReferenceEither the project #, project client reference number or the credit note text. If these details have not been entered on the project / credit note then this field will be blank.
5. ContactThe Synergy Contact name that the credit note will be address 'To'.
6. Item CodeThe Xero Inventory Item Code that will be assigned to the credit note line.
7. Item DescriptionThe description that will be shown on the Xero Inventory Item.
8. DescriptionThe description that will be shown on the Xero Credit Note Line.
9. AccountThe account code that the credit note line will be transferred to.
10. Amount inc taxThe amount of the credit note line excluding tax.
11. Tax CodeThe tax code that will be applied to the credit line.
12. Xero Tracking Category 1The column header is the name of the first tracking category from Xero is shown. The column is populated with the tracking category detail that will be added to the Credit Note Line in Xero. This is configured on the Tracking Category Mapping screen. If blank the details have not been entered on the Project, Sub Project or Contact record in Synergy.
13. Xero Tracking Category 2The column header is the name of the second tracking category from Xero is shown. The column is populated with the tracking category detail that will be added to the Credit Note Line in Xero. This is configured on the Tracking Category Mapping screen. If blank the details have not been entered on the Project, Sub Project or Contact record in Synergy.
14. ActionThe action of 'None' is shown if an error is displayed against the credit line, as the credit note cannot be sent to Xero when any errors exist. The action of 'Add' is shown if there are no errors shown for the credit note line. All lines that display 'Add' will be sent to Xero.
15. ErrorAn error will be shown in red text colour if the Account Code is not setup correctly in Synergy, or if it does not exist in Xero. If an error is shown for a credit note row, the row cannot be sent to Xero in the sync.

1. Item CodeThe item code that will be created for the Xero Inventory Item.
2. Item DescriptionThe description that will be created for the Xero Inventory Item.
3. Sales AccountThe revenue account number in Xero that the Inventory Item will be linked to. If this field is blank then the item will be created linked to a Xero Expense account instead.
4. Purchases AccountThe expense account number in Xero that the Inventory Item will be linked to. If this field is blank then the item will be created linked to a Xero Sales account instead.
5. ActionThe action of 'Add; is shown if this Xero Inventory Item will be created in Xero when Connect is run. The action of 'None' is shown if the Xero Inventory Item already exists in Xero.

1. Invoice #The Synergy Invoice number the payment has been entered against in Synergy.
2. DateThe date entered on the payment record in Synergy.
3. ReferenceThe payment type selected when entering the payment in Synergy.
4. Account CodeThe account code the payment will be linked to in Xero.
5. Amount inc taxThe payment amount entered in Synergy is shown as a including tax value.
6. ActionThe action of 'Add' is shown if no errors are shown for the payment row, and it is ready to be sent to Xero. The action of 'None' is shown if an error exists for the payment row, as the payment cannot be sent to Xero until the error is resolved.
7. ErrorAn error will be shown in red text colour if the Invoice # shown for the row does not exist in Xero, or if the payment type has not been entered. If an error is shown for the payment row, then the payment row cannot be sent to Xero in the sync.

1. Invoice #The Invoice Number in Xero that the payment has been entered against.
2. DateThe date of the payment entered in Xero.
3. Payment TypeThe text typed into the 'description' field of the payment in Xero.
4. Amount inc taxThe payment amount entered in Xero is shown as an including tax value.
5. ActionThe action of 'Add' is shown if no errors are displayed and the payment can be imported into Synergy. The action of 'None' is shown if an error exists for the payment row, and due to the error the payment cannot be imported into Synergy.
6. ErrorAn error will be shown in red text colour if the Invoice # shown for the row does not exist in Synergy. If an error is shown for the payment row, then the payment row cannot be imported into Synergy in the sync.

1. Expense #The Invoice Number entered on the Supplier Expense in Synergy.
2. Invoice DateThe Invoice Date entered against the Supplier Expense in Synergy.
3. Due Date NEW 4.9.4 The Due Date entered against the Bill in Synergy.
4. Project #The project number that the supplier expense has been disbursed against.
5. ContactThe contact selected on the Supplier Expense (Bill).
6. Item CodeThe Xero Inventory Item Code that the Supplier Expense row will have displayed in Xero.
7. Item DescriptionThe Xero Inventory Item Description that the expense row will be linked to in Xero.
8. DescriptionThe description that will be shown on the expense row in Xero.
9. AccountThe account code that the supplier expense will be transferred to in Xero.
10. Amount ex taxThe excluding tax value of the supplier expense disbursement line.
11. Tax CodeThe tax code that the expense line will be linked to in Xero.
12. Xero Tracking Category 1The column header is the name of the first tracking category from Xero is shown. The column is populated with the tracking category detail that will be added to the Expense Line in Xero. This is configured on the Tracking Category Mapping screen. If blank the details have not been entered on the Project, Sub Project or Contact record in Synergy. For an <Office> project expense the tracking category details are only sent for Office or Contact Account Manager mappings. For any other mapping type the <Office> project linked expenses will be shown as blank as those details cannot be entered onto that project.
13. Xero Tracking Category 2The column header is the name of the second tracking category from Xero is shown. The column is populated with the tracking category detail that will be added to the Expense Line in Xero. This is configured on the Tracking Category Mapping screen. If blank the details have not been entered on the Project, Sub Project or Contact record in Synergy. For an <Office> project expense the tracking category details are only sent for Office or Contact Account Manager mappings. For any other mapping type the <Office> project linked expenses will be shown as blank as those details cannot be entered onto that project.
14. ActionThe action of 'Add' will be shown if the expense row will be created in Xero. The action of 'None' will be shown if errors exist for the supplier expense row, and the expense cannot be sent to Xero in the sync due to the error.
15. ErrorAn error will be shown in red text colour if the Account Code shown for the expense row does not exist in Xero, or is not setup correctly in Synergy. If an error is shown for the expense row, then the expense row cannot be sent to Xero in the sync. A warning is shown if the 'bill invoice number' already exists on a purchase record in Xero. Warnings are shown to let you check Xero before running the sync and make sure it is not a duplicate record. Data shown as a warning can still be sent to Xero with the sync.

1. Expense #The supplier expense number in Synergy.
2. DateThe supplier expense date from Synergy.
3. ContactSynergy contact name for which the supplier expense payment will be imported.
4. Amount inc taxPayment amount (inc tax) from Xero. This is the same value as the supplier expense record in Synergy.
5. Payment DateDate Paid entered in Xero for the supplier expense.
6. NotePayment description note entered in the Reference field in Xero.
7. Is PaidThis field is shown as checked if the supplier expense record will be updated to be shown as paid in full. Partial supplier expense payments are not imported from Xero. The payment will be imported only when the expense is marked as fully paid in Xero.
8. ActionThe action of 'Add' is shown if the supplier expense payment will be created in Synergy, or 'Update' shown if the payment already exists in Synergy and the details will be altered by the sync with the latest changes in Xero.
9. ErrorIf the payment is unable to be imported an error will be shown. Use the 'Edit' action to open the supplier expense and check that the bill payment details entered are correct before skipping any error lines shown.

1. Expense #The expense number is the card id number entered for the staff member in Synergy, and the unique transaction counter for the cash or travel expense that is stored in the Synergy database.
2. DateThe date that the cash or travel expense was been entered by the Synergy Staff Member.
3. Project #The project number that the cash or travel expense was allocated against in Synergy.
4. StaffThe staff member that entered the cash or travel expense.
5. Item CodeThe Xero Inventory Item code that the staff expense will have displayed in Xero.
6. Item DescriptionThe description that will be displayed on the Xero Inventory Item.
7. DescriptionThe description that will displayed on the staff expense line item in Xero.
8. AccountThe Xero account code that the staff expense will be transferred to.
9. Amount inc taxThe amount of the staff expense row entered in Synergy Cash or Travel expenses is shown as a value that includes tax.
10. Tax CodeThe tax code that the expense line will be linked to in Xero.
11. Xero Tracking Category 1The column header is the name of the first tracking category from Xero is shown. The column is populated with the tracking category detail that will be added to the Expense Line in Xero. This is configured on the Tracking Category Mapping screen. If blank the details have not been entered on the Project, Sub Project or Contact record in Synergy. For an <Office> project expense the tracking category details are only sent for Office or Contact Account Manager mappings. For any other mapping type the <Office> project linked expenses will be shown as blank as those details cannot be entered onto that project.
12. Xero Tracking Category 2The column header is the name of the second tracking category from Xero is shown. The column is populated with the tracking category detail that will be added to the Expense Line in Xero. This is configured on the Tracking Category Mapping screen. If blank the details have not been entered on the Project, Sub Project or Contact record in Synergy. For an <Office> project expense the tracking category details are only sent for Office or Contact Account Manager mappings. For any other mapping type the <Office> project linked expenses will be shown as blank as those details cannot be entered onto that project.
13. ActionThe action of 'Add' will be shown if the expense row will be created in Xero. The action of 'None' will be shown if errors exist for the staff expense row, and the expense cannot be sent to Xero in the sync due to the error.
14. ErrorAn error will be shown in red text colour if the Account Code for the expense code does not exist in Xero, or is not setup correctly in Synergy. If an error is shown for an expense row, the row cannot be sent to Xero in the sync.