Xero Staff Expenses Settings

Define the rules of how Staff Expenses will be transferred to Xero using Connect. Staff expenses are Cash & Travel Expenses entered by each staff member, and will be sent to Xero using Connect when they are allocated to both a Synergy Project or against the internal <Office> Project . NEW 4.8.5

ClosedGetting Started
Setup required before use Who Can Use It? Where Is It?

Enter Staff Card ID's

Discipline Account Codes

Cost Centre Account Codes

Administrator

System Administrator

Connect > Xero Connect > Run Connect >Staff Expense Settings

Tip: A Card ID number must be entered against each Synergy Staff Member before the Xero Connect sync can be run. Learn more about how to enter Staff Card ID numbers.

What are Xero Staff Expense Settings?

Xero Connect will transfer any Staff Expenses from Synergy to Xero. Use the Xero Connect Staff Expense Settings to select which Xero Account Code, Inventory Item, and Item Description will be shown in Xero for each Cash or Travel Expense transferred from Synergy. Separate settings are available for Cash and Travel Expenses entered against a Synergy Project or the internal <Office> project.

Use the filter options to control if all available staff expenses will be sent in the sync, or if only expenses for a certain project manager or office location will be included in this Xero Connect sync run.

Why use Xero Staff Expense Settings?

Control how Staff Expenses entered in Synergy will be transferred to Xero.

Actions available

Synergy staff expense details can be exported to Xero. Use the Staff Expense Settings screen to control how data for Project and <Office> Project entered staff expenses are sent to Xero:

  1. Export Staff Expenses - Enable this setting for the sync to Xero.

  2. Inventory Item - What Xero Inventory Item will be used for each staff expense row.
  3. Account Code - What Xero account the staff expense will be transferred to in Xero.
  4. Staff Expense Line Description - What Description will be displayed on each staff expense line item in Xero.
  5. Staff Expense Note - Send any notes entered against the staff expense to appear in Xero on a $0 line in the purchase. (Optional) NEW 4.9.4
  6. Exclude data from the sync - If filters need to be applied to limit what expenses are sent in the sync. i.e. Filter to only send data for a certain office location.

Complete the following steps to configure the settings to send Staff Expenses to Xero:

ClosedStep 1: Export Staff Expenses

Check the 'Export Staff Expenses' box to have the Synergy Staff Expenses transferred to Xero using Connect. Staff Expenses will be added to the Purchases > Bills List within Xero. When Export Staff Expenses is enabled the settings for Project and <Office> Line Items must both be defined separately.

Tip: Learn more about entering Staff Expenses into Synergy using Time and Expenses.

ClosedStep 2: Export Project Inventory Items

Each Staff Expense in Synergy that is entered for a Project (not the <office> project) will use these settings. Configure each of the options below before running the Xero Connect interface.

ClosedOption 1 : Define what will be used to create the Project Inventory Items

This setting controls what is used as the Xero Inventory Item when Staff Expenses are sent to Xero. The Inventory Items in Xero control what is shown as the 'item code' on each row added to the Bills in Xero. The item code is not mandatory on a Xero Bill, and therefore an option of None exists so this detail is then not sent.

If the Inventory Item required in Xero does not exist, this will be created when the Xero Connect interface is run. Inventory Items can be found in Xero > Settings > Inventory Items.

The Staff Expense Inventory Item options are:

  1. None - No inventory item will be sent to Xero. The 'Item Code' field will be blank on the Staff Expense created in Xero by Synergy.
  2. Project - This will transfer the Project Number to be the Xero 'Item Code', and the Project Title will appear as the 'Description' within Xero Inventory Items List. This option will create the Inventory Items in Xero and have the Project Number shown as the Item Code on staff expenses added by the Xero Connect interface.
  3. Discipline - Most Common - This will transfer the 'Code' entered against the Discipline in Synergy to be the Xero 'Item Code', and the Discipline Description will appear as the 'Description' for the Xero Inventory Item. The Discipline Code in Synergy will be shown as the 'Item Code' on the staff expenses added by the Xero interface.
  4. Cost Centre - This will transfer the 'Code' entered against the Cost Centre in Synergy to be the Xero 'Item Code, and the Cost Centre Description will appear as the 'Description' within Xero Inventory Items List. The Cost Centre Code in Synergy will be shown as the 'Item Code' on the staff expenses added by the Xero Connect interface.
  5. Xero Item - This allows you to select an existing Xero Inventory Item to be used for transferring all staff expenses to in Xero. This option would only be used if only one sales revenue account existed in Xero.

Tip: The inventory item description does not get displayed on the expense. The description is overwritten by the selection in "Option 3 - Choose what will be shown as the line description" below.

ClosedOption 2: Setup what account code will be used for each Project Line Items

The Account Code is used to define which expense account the staff expenses will be transferred to in Xero. The default Xero setup has one Expense Account with the Account Code #429. However you may have setup multiple revenue accounts in Xero, to track different expense types for different office locations or types of business. Use the account code setup to ensure that the different types of staff expenses are sent to the correct account in Xero.

Tips:

  • See which accounts exist within Xero > Settings > Chart of Accounts > Expenses Tab.
  • The account code selected must already exist in Xero before the sync can be completed.
ClosedStaff Expenses Account Code Options for Project Items
Option Staff Expense Line Item Option Account Code Option What is it used for? Steps to use this setting

1

Discipline

From Item

Extract the account code from the Discipline attached to the Synergy Project/Sub Project. The Discipline 'Account Code' field must contain the Xero expense account code.
  1. Select Discipline as the inventory item.
  2. Select 'From Item' as the account code option.

2

Cost Centre

From Item

Extract the account code from the Cost Centre attached to the Synergy Project/Sub Project. The Cost Centre 'Account Code' field must contain the Xero expense account code.
  1. Select Cost Centre as the inventory item.
  2. Select 'From Item' as the account code option.

3

Xero Item

From Item

The account code is used that is already attached to the Xero Inventory Item selected.

  1. Select 'Xero Item' as the inventory item.
  2. Select a Xero Inventory Item from the list.
  3. Select 'From Item' as the account code option.

4

Project

Always

Generate

The account code must be defined using the custom account segment options.

Learn more about how to define the custom account segments.
  1. Select Project as the inventory item.
  2. The Account code 'Generate' option is automatically selected.
  3. Click Edit, and setup the account segments to be used to map to a custom account code.

5

Discipline

Generate

The account code must be defined using the custom account segment options.

Learn more about how to define the custom account segments.
  1. Select Discipline as the inventory item.
  2. Select 'Generate' as the account code option.
  3. Click Edit, and setup the account segments to be used to map to a custom account code.

6

Cost Centre

Generate

The account code must be defined using the custom account segment options.

Learn more about how to define the custom account segments.
  1. Select Cost Centre as the inventory item.
  2. Select 'Generate' as the account code option.
  3. Click Edit, and setup the account segments to be used to map to a custom account code.

7

Xero Item

Generate

The account code must be defined using the custom account segment options.

Learn more about how to define the custom account segments.
  1. Select Xero Item as the inventory item.
  2. Select a Xero Inventory Item from the list.
  3. Select 'Generate' as the account code option.
  4. Click Edit, and setup the account segments to be used to map to a custom account code.

8

None

Not Required

If the 'None' option is chosen then no inventory item will be created in Xero. A custom account code must be defined using account segments.

Learn more about how to define the custom account segments below this table.
  1. Select None as the inventory item.
  2. Click Edit, and setup the account segments to be used to map to a custom account code.
ClosedOption 3: Choose what will be shown as the line description

Choose what description will be shown on each Xero row added to a staff expense rows.

The available options are:

  • Project, Sub Project, Rate & Expense TypeClosedThis option will show the 'Project Title, Sub Project Name, Rate Description & Expense Type Description' on each staff expense row.
  • Sub Project ClosedThis option will show the Sub Project Name on each staff expense row. If phases are used on the project the sub project name is still shown, not the phase name.
  • Rate & Expense TypeClosedThis option will show the 'Rate description and Expense Type description' on each staff expense row.
  • Expense Type - Most CommonClosedThis will display the expense type description on each staff expense row.
  • NoteClosedThis will display the note entered on the staff expense row in staff cash or travel expenses as the row description.

Tip: Send the 'staff expense note' to appear as a $0 line in the Xero Purchase record. Check the 'Display the expense note as a zero value line item' option to enable this feature. Then other Synergy staff expense detail like Sub Project or Rate appear can be configured to show on the expense line. NEW 4.9.4

ClosedStep 3: Export <Office> Items

Each Staff Expense entered in Synergy Time and Expenses that is allocated against the <Office> project will use these settings. Configure each of the options below before running the Xero Connect interface.

ClosedOption 1: Define what will be used to create the Office Inventory Items

This setting controls what is used as the Xero Inventory Item when Staff Expenses are sent to Xero. The Inventory Items in Xero control what is shown as the 'item code' on each row added to the Bills in Xero. If the Inventory Item in Xero does not exist, this will be created when the Xero Connect interface is run. Xero Inventory Items can be found in Xero > Settings > Inventory Items.

The Staff Expense Inventory Item options are:

  1. None - No inventory item will be sent to Xero. The 'Item Code' field will be blank on the Staff Expense created in Xero by Synergy.
  2. Office - This will create an 'Item Code' of 'OFFICE' with the description of '<Office>.
  3. Xero Item - This allows you to select an existing Xero Inventory Item to be used for transferring all staff expenses to in Xero. This option would only be used if only one sales revenue account existed in Xero.

Tip: The inventory item description does not get displayed on the expense. The description is overwritten by the selection in "Option 3 - Choose what will be shown as the line description" below.

ClosedOption 2: Setup what account code will be used for Office Line Items

The Account Code is used to define which expense account the staff expenses will be transferred to in Xero. The default Xero setup has one Expense Account with the Account Code #429. However you may have setup multiple revenue accounts in Xero, to track different expense types for different office locations or types of business. Use the account code setup to ensure that the different types of staff expenses are sent to the correct account in Xero.

Tips:

  • See which accounts exist within Xero > Settings > Chart of Accounts > Expenses Tab.
  • The account code selected must already exist in Xero before the sync can be completed.
ClosedOffice Expense Account Code Options:
Option Staff Expense Line Item Option Account Code Option What is it used for? Steps to use this setting

1

Xero Item

From Item

The account code is used that is already attached to the Xero Inventory Item selected.

  1. Select 'Xero Item' as the inventory item.
  2. Select a Xero Inventory Item from the list.
  3. Select 'From Item' as the account code option.

2

<Office>

Generate

The account code must be defined using the custom account segment options.

Learn more about how to define the custom account segments.
  1. Select <Office> as the inventory item.
  2. The Account code 'Generate' option is automatically selected.
  3. Click Edit, and setup the account segments to be used to map to a custom account code.

3

Xero Item

Generate

The account code must be defined using the custom account segment options.

Learn more about how to define the custom account segments.
  1. Select Xero Item as the inventory item.
  2. Select a Xero Inventory Item from the list.
  3. Select 'Generate' as the account code option.
  4. Click Edit, and setup the account segments to be used to map to a custom account code.

4

None

Not Required

If the 'None' option is chosen then no inventory item will be created in Xero. A custom account code must be defined using account segments.

Learn more about how to define the custom account segments below this table.
  1. Select None as the inventory item.
  2. Click Edit, and setup the account segments to be used to map to a custom account code.
ClosedOption 3: Setup what Description will be shown on Office Line Items

Choose what description will be shown on each Xero row added to a staff expense row.

The available options are:

  • Sub Project, Rate & Expense TypeClosedThis option will display 'Sub Project Name, Rate description & Expense Type description' as the description of the staff expense row.
  • Sub ProjectClosed This option will show the Sub Project Name on each staff expense row.
  • Rate & Expense TypeClosedThis option will show the 'Rate description & Expense Type description' on each staff expense row.
  • Expense Type - Most CommonClosedThis will display the expense type selected on the cash or travel expense entry on each staff expense row.
  • NoteClosedThis will display the note entered on the cash or travel expense as the staff expense row description.

Tip: Send the 'staff expense note' to appear as a $0 line in the Xero Purchase record. Check the 'Display the expense note as a zero value line item' option to enable this feature. Then other Synergy staff expense detail like Sub Project or Rate appear can be configured to show on the expense line. NEW 4.9.4

ClosedStep 4: Exclude Staff Expenses using the Filter

Filters can be used to stop a selected group of staff expenses from being sent to Xero.

For example: Stop all staff expenses from appearing in the Connect Preview Window for the 'Sydney' Office Location. This will stop the transfer of Sydney office staff expenses to Xero, and allow all other office locations data to be sent.

ClosedAdd a filter to the Xero Connect by:
  1. Open the Xero Connect Wizard.
  2. Go to the Staff Expenses Screen in the Wizard.
  3. Locate the 'Staff expenses filter' panel at the bottom of the screen and press the 'Edit' button.
  4. In the Available Filters panel on the left, click the filter you want to add. I.e. Project Office Name.
  5. In the panel at the bottom of the screen choose the value that is to be filtered. I.e. IS NOT Sydney.
  6. Repeat for each Project, Sub Project, or Staff Expense filter that is required.
  7. Save and Close .

Tip: Remove the filter in the edit screen using the eraser button on the filter row.

ClosedGenerate - Custom Account Segment Options
ClosedExample 1 : Using a single account segment option

Setup the account segments to always send the expense data to the same Xero Expense Account. This can be done using the 'Fixed Value' account segment option. The steps below would be required if you also wanted to display the 'Project' on each line item.

Step the fixed account code using a single segment by:

  1. Select 'Project' from the Inventory Item drop down.
  2. Define the Revenue Account to use in Xero. The default purchases / expenses account is #429 in Xero. To setup 429 to be the account segment option:
    1. Click the Edit button near the Account Code heading.
    2. Click New Segment .
    3. Select the Source of 'Fixed Value'.
    4. Enter the Xero Account Code of '429' into the 'Value' field.
    5. Save and Close on the New Segment window.
    6. Save and Close on the Xero Supplier Employee Account window.
  3. The custom single account segment is shown as read only text next to the edit button. This let's you check the account code to be used when reviewing the settings in the Xero Connect Wizard.
ClosedExample 2: Combining multiple account segment options

A company has two directors, and requires to track the cost of expenses for each director separately in Xero. Each of the directors works across the companies three business disciplines: Architecture, Landscape Design, and Interior Design. The expense cost for each of the disciplines also needs to be tracked separately in Xero for each director. In Xero this is managed by creating a separate account code for each required Xero Inventory Item, and a separate Xero Direct Costs Account (Bank Account) for each director / discipline.

The 'Inventory Item' of Discipline will be used, and the account segments are create to extra the account code for Xero from an alternate location. A sample of these codes are shown below:

Director - Discipline Cost Centre Discipline Code Account Code
Director A      
Architecture A Arch A-Arch
Landscape Design A LS A-LS
Interior Design A ID A-ID
Director B      
Architecture B Arch B-Arch
Landscape Design B LS B-LS
Interior Design B ID B-ID
ClosedTo interface the Staff Expenses to Xero using the above format complete the following
  1. Select the Inventory Item of 'Discipline'.
  2. Select 'Generate' as the account code option.
  3. Click the Edit button to define the custom account code.
  4. Click New Segment .
  5. Select Source = Cost Centre, and check the required box. Save and Close .
  6. Click New Segment .
  7. Add Source = Fixed Segment, and enter the value as '-'. Save and Close .
  8. Click New Segment .
  9. Add Source = Discipline, and check the required box. Save and Close .
  10. The Xero Staff Expense Account Code will look as follows:

Click the image above to view multiple account code segments.

  1. If the Segments added do not appear in the correct order, use the Up or Down arrows to adjust the sequence.
  2. Save and Close .
  3. A sample of the account code is shown next to the Edit button in the account code area.

Tips:

  • At least one account segment must exist to map to a Xero Expense Account. Otherwise the Connect Interface cannot be run for staff expenses, and warnings to indicate this will be shown in the Connect Preview Window.
  • Set an alternate value in the account segment window, and this value will be used when there is no account code setup against the selected source. This is an option field, and can be left blank to prompt the entry of the account code segment against the selected source.
ClosedTips and Tricks about Exporting Staff Expenses
Change Description Changed Within Result

What tax code is sent for Synergy Travel Expenses to Xero?

Synergy

The Tax Free code will be sent from Synergy to Xero. Which tax code is shown in Xero will depend on the tax code mapping rule selected in the Connect Wizard. Learn more about the Connect Mapping Rules.

How is the Bill # created in Xero?

Xero

The Bill Number in Xero is automatically created by the Connect interface. The Bill Number is the Card ID number, and a unique number for the staff expense transaction that is stored in the Synergy database. This bill number is created in Xero to be used as an identifier in Xero for the staff expense. The identifier is used so Synergy knows not to re-send the staff expense in the next Connect sync.

What rate is shown in Xero for a Cash Expense?

Xero

The rate description of 'Supplier (default)' will be shown as the line description in Xero for Cash Expenses. This is displayed as no rate is selected on Cash Expenses. The rate is selected when entering Travel Expenses, and the rate description shown on a line in Xero will match the rate chosen when entering Staff Travel Expenses.

Will an expense for a terminated staff member still be sent to Xero?

Xero

Yes, the staff cash or travel expenses for the terminated employee will still be sent to Xero. The expenses are still sent in the sync, even if the expense date is after the employee terminated date entered on the Synergy staff record.

Can the Staff Expense sync still be run if the Staff Contact in Xero has been archived?

Xero

If the Staff Contact record is archived in Xero, and error will be shown in the Connect Preview window. The staff contact record was created by the Xero Connect interface, and is required to be active before the interface for sending staff expenses to Xero can be run.

Will the Synergy staff expense reimbursement indicator be sent to Xero to show the expense has been paid?

Synergy and Xero

No, the Synergy staff expense reimbursement indicator is not sent to Xero. In addition is the staff expense is marked as paid in Xero, this indicator is not automatically updated in Synergy. Please update the reimbursement details in Synergy and Xero manually for staff expenses.

Synergy Staff Expense fields exported to Xero

ClosedStaff Expense Export

The following Synergy Staff Expense fields are sent to Xero:

  1. Staff MemberClosedThe staff member who entered the expense in Synergy is shown as the 'From' contact for the Bill created in Xero.
  2. Expense DateClosedThe date the staff expense was entered in Synergy is shown as the 'Date' and 'Due Date' within Xero on the Bill created.
  3. Expense Reference NumberClosedThe Xero Bill Reference Number is created from the Synergy Card ID Number listed on the staff member record, and a unique number store din the Synergy database for the Expense Line. The unique Expense Reference Number cannot be amended in the Synergy application.
  4. Item CodeClosedThe Synergy fields that can be shown in Xero as the Item Code for Project Line Items are: Project, Discipline, Cost Centre, Xero Item, or None. For <Office> expenses the Synergy fields that can be used as the Item Code are: <Office>, Xero Item, or None. The 'Item Code' in Xero can be shown on each row added to the Xero Bill for an expense. More details about how each of these options work are listed in the section above.
  5. Line DescriptionClosedThe 'Description' field in Xero contains this text from Synergy for each expense line item . The fields used in Synergy are the Project Title and Sub Project Name and Rate Description and Expense Type Description, or Sub Project Name, or Rate Type and Expense Type Description, or Expense Type Description, or the Note from the Staff Expense.
  6. Staff Expense Note NEW 4.9.4 ClosedEnable the 'Display the expense note as a zero value line item' setting on the staff expense configuration screen to send the note that was entered against the staff (cash or travel) expense to Xero. The note will be shown as an extra $0 line item in the Xero Purchase record.
  7. UnitsClosedThe number of units entered on the staff expense is shown in the quantity field in the Xero Bill.
  8. TaxClosedThe tax code selected on the staff expense in Synergy will be mapped to the matching Xero Tax code using the Connect Wizard Mapping screen.
  9. Total (ex tax)ClosedThe value of the staff expense line in Synergy is transferred to the Xero 'Amount' field for the line item.

Want to learn more?

Looking for more help? Try reviewing the following topics: Concept Link IconView Topics

 

© 2019 Total Synergy Pty Ltd

 

Open topic with navigation