For your convenience Pay Advantage provides seamless integration with Xero accounting allowing you to:
- Synchronising customers between Pay Advantage & Xero
- Add a pay now button to Xero Invoices
- Accept BPAY on your Xero invoices
Connecting your account
Navigate to the Xero Integration item on the main menu. If you do not see the Xero menu please contact support to enable this feature. Please note not all rate plans can connect to Xero. A weekly fee may apply for this service.
Review and agree to our terms and conditions and click Connect to Xero. You will be taken to the Xero login page, where you will need to enter your Xero login details and authorise Pay Advantage to access your organisations data.
Once connected you need to configure the settings before payments and customers can be synchronised.
Configuring your Xero Integration
Before Pay Advantage will start communicating with Xero, you need to configure the integration settings.
Payment Uploading / Synchronisation
Credit Card and Direct Debit payments that are approved and made from the Pay Now button are always posted directly against the invoice.
BPAY payments will be uploaded to Xero and applied to outstanding invoices. We will attempt to match BPAY payments to invoices by matching the amounts. If a suitable match cannot be found, we will apply the payment to outstanding invoices starting with the oldest. Invoices that are linked to payment plan will not have BPAY payments applied to them.
Direct Debit or Virtual Terminal that are not applied directly to an invoice, are not uploaded to Xero. Batch Debits are not uploaded to Xero as they are not related to a Customer.
Restrictions: Xero is designed for organisations that process up to 1,000 invoices per month. As such we are restricted in the number of payments we can upload to Xero. A maximum of 200 prepayments per night can be uploaded. If you attempt to upload more than 4,000 payments in a 30 day period we will disable the upload feature of your payments.
Note: Only payments made after the start date that you connected your account to Xero will be uploaded.
You will need to select the correct accounts that we should use to correctly synchronise, we will attempt to automatically select the default values for these accounts. If you are unsure of how to configure these please check with your accountant.
If you do not see your bank accounts this is because you have not configured a "Code" for these in Xero. To do this simple sign into Xero, click on "Accounting" > "Chart of Accounts". If you notice any bank accounts without a "Code" click on them and enter a code. Once a code has been added go back to the Xero settings page in Pay Advantage and refresh the page. You should now see your bank accounts.
Branding and Hosted Pages
The branding section only needs to be configured if you are using the Pay Now button in Xero. Clicking on this section allows you to configure the logo that will appear on the hosted Pay Now page.
The Hosted Pages configuration allows you to configure what payment types you want to show on the hosted Pay Now page. These include BPay, Credit Card and Payment Plans.
Follow this link to set up:
Merchant Invoice Integration
To simplify reconciliation fees and charges related to your Pay Advantage service are automatically uploaded to Xero. When we generate an invoice we will also upload this to Xero against the “Pay Advantage” contact. Only invoices generated after the Xero start date will be uploaded.
Invoices with adjustments will be handled as follows:
- When a credit invoice has been applied, and the credit invoice was created after the start date, then the credit invoice will be uploaded and applied to the invoice.
- When a credit invoice has been applied, and the credit invoice was created before the start date, then the credit will appear as a line item on the invoice.
- When a credit has been applied, it will be recorded as a line item on the invoice.
- When a debit has been applied, it will be recorded as a line item on the invoice.
Credit Invoices that are not fully applied will be uploaded to Xero as unapplied, or partially applied. These will be applied to the next invoice automatically. Do not manually apply the credit invoices.
You will need to select the correct accounts for the fees included in the invoices. If unsure, please check with your accountant.
Once the settings have been saved, Pay Advantage will start synchronising your account with Xero.
Customers will show when they were last synchronised with Xero. Whilst your account is connected to Xero, you will be able to navigate from the Pay Advantage Customer to the Xero contact.
You can view if a payment has been synchronised to Xero by clicking on a payment to view the receipt in the Pay Advantage client portal.
Configuring the Pay Now button
The Pay Now button allows your customers to make quickly make payments on invoice. Click Here to view the support article on setting up the Pay Now button.
Add BPAY to your PDF and printed invoices
You can also add the BPAY Biller code and reference number to your printed and PDF invoices. Click Here to view the support article on configure custom invoices in Xero.
The activity log records the details of any actions that occurred between Pay Advantage and Xero.
It also provides links to any Xero entity. You will need to be logged in to Xero to follow any of the links.
The actions will show any problems matching Pay Advantage customers to Xero contacts that could not be resolved automatically.
Anything relating to the affected customers will not be synchronised until this has been resolved.
The messages will show any information of significance. These include
- When a customer has to be given a different name in Xero (Xero has requirement that names are unique).
- Mobile number is not valid and was removed
- Email address is not valid and was removed