How does the Xero integration work (Beta)?
In this Article
Integration overview.
How to Activate Xero Integration.
How to Setup Xero Integration.
How to upload Purchase Order to Xero.
How to upload Sales Order to Xero.
Ricemill not currently support "Xero Tracked Inventory"
Sales Invoice
Only sales order in Ricemill that is completed.
We recommend uploading invoices on daily basis. Max 25 invoices per upload.
Invoice upload as "Approve" to Xero.
Sales Payments/Credit Notes
Only if "Upload Sales Payments/Credit Notes to Xero" enabled.
Order payments automatically apply to the Invoice uploaded to Xero.
Payments apply to Xero invoice only if Payments received = Order total. You will have to manually apply the payment to the invoice at Xero if the payment does not match the order total.
For refund payment, a Credit note will be created in Xero and apply refund payment to it.
Cost of good sold (COGS)
Only if "Upload COGS to Xero" enabled.
Batch COGS automatically upload to Xero once you upload Invoices to Xero
Upload to Xero as Manual Journal.
Contact
If contact does not exist in Xero, Ricemill will create a new contact when the invoice upload to Xero.
Purchase orders (PO)
Only published PO can be upload to Xero.
Max 25 PO per upload.
Upload as "Draft" in Xero.
Accounts code
Accounts code will be download from Xero each time you open Xero Settings page in Ricemill.
If you need to create or modify an Account, do so in Xero and then refresh the settings in RIcemill.
Please use only alpha-numeric characters, underscores, or dashes for Account code at Xero.
Tax code
Tax code will be download from Xero each time you open Xero Settings page in Ricemill.
If you need to create or modify a tax code, do so in Xero and then refresh the settings in RIcemill.
Step 1:
Go to Integrations > Accounting
Step 2:
Click on "Activate" under "Xero Accounting Software"
Step 3
Click on "Continue" to bring the page to Xero login page for Authentication.
Step 4:
Login to your Xero account.
Step 5:
Click on "Allow Access" to complete the Activation.
Please map all accounts required (mark *)
General Setting
Integration Start Date - Date of the invoice you want sales invoice and purchase invoice to send to Xero
Sales Invoice Contact Name - Select how Ricemill upload invoice contact name
- Use "Sales RM Upload" as the contact name for all invoices upload to Xero.
- Use "Sales Channel Name" as the contact name for all invoices from the same sales channel.
- Use "Order Billing Email" - The order billing email address will be used as a contact name.
Upload COGS to Xero - Enable or disable COGS upload to Xero.
Upload Sales Payments/Credit Notes to Xero - Enable or disable Payments and Credit Note upload to Xero.
Accounting Mapping
Please consult your accountant or bookkeeper if you are not sure which account to use. If you need to create or modify any account, do so in Xero and then refresh the settings in RIcemill.
Sales Account - Account to record sales revenue
Cost Account - Account to record Cost of good sold
Stock on Hand Account - Account to record Stock on Hand. Do NOT choose an account type of 'INVENTORY' - this is a special system account type for Xero inventory functionality.
Postage Revenue Account- Account to record postage revenue. (Shipping charge to the customer)
Postage Expense Account- Account to record postage expense. (Freight charge bt supplier)
Sales Discount Account- Account to record discount given to the customer.
Rounding Account- Account to record Rounding Adjustment.
Payment Mapping
Select the Xero account for each payment type.
Tax Mapping
Select the Xero tax type for Sales Tax, Purchase Tax, and BAS Excluded.
SKU Mapping
Shipping SKU use for Purchase Freight in Ricemill - SKU you use for purchase order freight.
Only published PO can be upload to Xero.
Step 1:
Go to Integrations > Accounting
Open Xero Integration
Click on the "Purchase Orders" tab
Click on the "Pending" tab.
Step 2:
Select PO you want to upload to Xero.
Click on "Upload selected purchase order"
Max 25 PO per upload.
Click on "Confirm" to add PO to Upload Queue.
Step 3:
Once PO add to the upload queue, Ricemill will automatically upload it to Xero at a later time.
PO will be upload as "Draft" to Xero.
You can click on the "Processing" tab to view POs in the upload queue.
Only completed sales orders can be upload to Xero.
Step 1:
Go to Integrations > Accounting
Open Xero Integration
Click on the "Invoices" tab
Click on the "Pending" tab.
Step 2:
Select the Sales Order you want to upload to Xero.
Click on "Upload selected Invoices"
Max 25 Sales orders per upload.
Click on "Confirm" to add Sales Order to Xero upload queue.
Step 3:
Once Sales Order add to the upload queue, Ricemill will automatically upload it to Xero at a later time.
You can click on the "Processing" tab to view Sales Orders in the upload queue.
Notes:
Sales Payments/Credit Notes
Only if the "Upload Sales Payments/Credit Notes to Xero" setting is enabled.
Order payments automatically apply to the Invoice uploaded to Xero.
Payments apply to Xero invoice only if Total Payments received = Order total. You will have to manually apply the payment to the invoice at Xero if the payment does not match the order total.
For refund payment, a Credit note will be created in Xero and apply refund payment to it.
Cost of good sold (COGS)
Only if the "Upload COGS to Xero" setting is enabled.
Batch COGS automatically upload to Xero once you upload Invoices to Xero
Upload to Xero as Manual Journal.
Integration overview.
How to Activate Xero Integration.
How to Setup Xero Integration.
How to upload Purchase Order to Xero.
How to upload Sales Order to Xero.
Integration overview
Ricemill not currently support "Xero Tracked Inventory"
Ricemill to Xero
Sales Invoice
Only sales order in Ricemill that is completed.
We recommend uploading invoices on daily basis. Max 25 invoices per upload.
Invoice upload as "Approve" to Xero.
Sales Payments/Credit Notes
Only if "Upload Sales Payments/Credit Notes to Xero" enabled.
Order payments automatically apply to the Invoice uploaded to Xero.
Payments apply to Xero invoice only if Payments received = Order total. You will have to manually apply the payment to the invoice at Xero if the payment does not match the order total.
For refund payment, a Credit note will be created in Xero and apply refund payment to it.
Cost of good sold (COGS)
Only if "Upload COGS to Xero" enabled.
Batch COGS automatically upload to Xero once you upload Invoices to Xero
Upload to Xero as Manual Journal.
Contact
If contact does not exist in Xero, Ricemill will create a new contact when the invoice upload to Xero.
Purchase orders (PO)
Only published PO can be upload to Xero.
Max 25 PO per upload.
Upload as "Draft" in Xero.
Xero to Ricemill
Accounts code
Accounts code will be download from Xero each time you open Xero Settings page in Ricemill.
If you need to create or modify an Account, do so in Xero and then refresh the settings in RIcemill.
Please use only alpha-numeric characters, underscores, or dashes for Account code at Xero.
Tax code
Tax code will be download from Xero each time you open Xero Settings page in Ricemill.
If you need to create or modify a tax code, do so in Xero and then refresh the settings in RIcemill.
How to Activate Xero Integration
Step 1:
Go to Integrations > Accounting
Step 2:
Click on "Activate" under "Xero Accounting Software"
Step 3
Click on "Continue" to bring the page to Xero login page for Authentication.
Step 4:
Login to your Xero account.
Step 5:
Click on "Allow Access" to complete the Activation.
How to Setup Xero Integration
Please map all accounts required (mark *)
General Setting
Integration Start Date - Date of the invoice you want sales invoice and purchase invoice to send to Xero
Sales Invoice Contact Name - Select how Ricemill upload invoice contact name
- Use "Sales RM Upload" as the contact name for all invoices upload to Xero.
- Use "Sales Channel Name" as the contact name for all invoices from the same sales channel.
- Use "Order Billing Email" - The order billing email address will be used as a contact name.
Upload COGS to Xero - Enable or disable COGS upload to Xero.
Upload Sales Payments/Credit Notes to Xero - Enable or disable Payments and Credit Note upload to Xero.
Accounting Mapping
Please consult your accountant or bookkeeper if you are not sure which account to use. If you need to create or modify any account, do so in Xero and then refresh the settings in RIcemill.
Sales Account - Account to record sales revenue
Cost Account - Account to record Cost of good sold
Stock on Hand Account - Account to record Stock on Hand. Do NOT choose an account type of 'INVENTORY' - this is a special system account type for Xero inventory functionality.
Postage Revenue Account- Account to record postage revenue. (Shipping charge to the customer)
Postage Expense Account- Account to record postage expense. (Freight charge bt supplier)
Sales Discount Account- Account to record discount given to the customer.
Rounding Account- Account to record Rounding Adjustment.
Payment Mapping
Select the Xero account for each payment type.
Tax Mapping
Select the Xero tax type for Sales Tax, Purchase Tax, and BAS Excluded.
SKU Mapping
Shipping SKU use for Purchase Freight in Ricemill - SKU you use for purchase order freight.
How to upload Purchase Order (PO) to Xero.
Only published PO can be upload to Xero.
Step 1:
Go to Integrations > Accounting
Open Xero Integration
Click on the "Purchase Orders" tab
Click on the "Pending" tab.
Step 2:
Select PO you want to upload to Xero.
Click on "Upload selected purchase order"
Max 25 PO per upload.
Click on "Confirm" to add PO to Upload Queue.
Step 3:
Once PO add to the upload queue, Ricemill will automatically upload it to Xero at a later time.
PO will be upload as "Draft" to Xero.
You can click on the "Processing" tab to view POs in the upload queue.
How to upload Sales Order to Xero.
Only completed sales orders can be upload to Xero.
Step 1:
Go to Integrations > Accounting
Open Xero Integration
Click on the "Invoices" tab
Click on the "Pending" tab.
Step 2:
Select the Sales Order you want to upload to Xero.
Click on "Upload selected Invoices"
Max 25 Sales orders per upload.
Click on "Confirm" to add Sales Order to Xero upload queue.
Step 3:
Once Sales Order add to the upload queue, Ricemill will automatically upload it to Xero at a later time.
You can click on the "Processing" tab to view Sales Orders in the upload queue.
Notes:
Sales Payments/Credit Notes
Only if the "Upload Sales Payments/Credit Notes to Xero" setting is enabled.
Order payments automatically apply to the Invoice uploaded to Xero.
Payments apply to Xero invoice only if Total Payments received = Order total. You will have to manually apply the payment to the invoice at Xero if the payment does not match the order total.
For refund payment, a Credit note will be created in Xero and apply refund payment to it.
Cost of good sold (COGS)
Only if the "Upload COGS to Xero" setting is enabled.
Batch COGS automatically upload to Xero once you upload Invoices to Xero
Upload to Xero as Manual Journal.
Updated on: 31/08/2022
Thank you!