Usage

Daily use

1. When an order reaches the invoice status the add-on finds the customer in Xero by e-mail address (or creates the contact) and creates the sales invoice with one line per product, a shipping line and, when there is one, an order discount line. Lines carry your account codes and tax types and the tax amounts of the order.
2. At the payment status the payment is recorded against the invoice, in the bank account mapped to the payment method. A draft invoice is approved first, because Xero accepts payments on approved invoices only.
3. At the credit note status a credit note with the invoice’s lines is created. If the invoice was paid, the refund is paid out from the same bank account (so your bank reconciliation matches the money that left); if it was not paid, the credit note is applied to the invoice.
4. Orders > Xero sync lists everything that was sent: contact, invoice, payment, credit note, refund, item, with the Xero ID and any error.
5. Enter an order number and Sync order now to send an order again. Queue past orders queues the orders in the trigger statuses since the “sync from” date that Xero does not have yet.

Sending is safe to repeat: every create call carries an Idempotency-Key, the add-on remembers the Xero ID of everything it created, and a payment or credit note is never booked twice. Approved invoices are the accountant’s: when an order changes after its invoice was approved in Xero, the invoice is left alone and a warning is logged.

Making Tax Digital, VAT and GST

The add-on sends the tax type and the tax amount of each line, so your VAT or GST return in Xero (including Making Tax Digital filing from Xero) is built from the same figures as your store. It does not file anything itself.

Multi-Vendor

In 1.0 the marketplace owner books all orders: each vendor order (sub-order) becomes one invoice in the owner’s organisation, parent orders are skipped. Vendor-level books, commissions and payouts are not booked. Per-vendor connections (owner mode off) book each vendor’s orders in that vendor’s own organisation.

What is not covered

• Partial refunds: the credit note is for the whole order.
• Stock levels, product prices and purchase documents are not synchronized; items are created from product codes only on request.
• Multi-currency organisations need the order currency enabled in Xero; amounts are sent in the store’s primary currency.

Jobs, log and connection

• Jobs: counts per state, the list with the last error, Retry, Remove and Run the queue now.
• Log: filter and export what happened and when.
• Connection: test and live credentials, Connect to Xero, organisation, Test connection.
• Mapping: account codes, bank accounts per payment method, tax types.

Xero is a trademark of Xero Limited. This add-on is not made, endorsed or certified by Xero; it uses Xero’s public API.