1. Establish Connection With Xero

In order to begin connectivity with your Xero account, use the menu to navigate to CONNECT →  XERO SYNC

Under the Setup Status heading, it will show the message 'Not yet connected', with a cross and a yellow background.

To initiate a connection, click the button to CONNECT TO XERO. A new browser tab will open, prompting you to sign in to your Xero account.

  Your Xero user role needs to be standard or advisor user to successfully make the connection. 

Upon successfully initiating a connection with your Xero account, the Setup Status block will show the message 'Connected to Xero as Organisation Name Here' with a tick and a green background.

2. Import Accounts, Line Items and Custom Tracking

Under the Connection Status heading is the option to import your chart of accounts, line items and custom tracking options that have been set up already in your Xero account for use in Vasto. 

Chart of Accounts

Importing your chart of accounts allows you to map payments that are received in Vasto and direct them to be recorded into specific accounts. The first step is importing the account information into Vasto! 

Line Items

Importing your line items (also called your inventory items) allows you to use your existing inventory line items that are already set up in Xero, in your Vasto invoicing.

Custom Tracking Options

Importing your custom tracking options will allow you to track more advanced Venue details, like regions or zones, and more advanced Course details, such as categories or divisions. 

If these details have not yet been set up, they show with a yellow background and a cross.

To import the details, you should click the button to import now.

Once the details have been imported, the block will show with a green background and a tick. 

If you make changes to the chart of accounts, the line items or the custom tracking options in Xero, they can be re-imported at any time to pull through the most up-to-date details in Vasto. 

To do this, click the button to re-import now.

3. Assigning account definitions

You are also able to set where particular transaction types have their transactions recorded in Xero against a nominated account. The options you can select from pull dynamically from your Xero instance so only relevant options will populate for the associated transaction type.

You can also assign your tuition fee revenue, on a course or unit basis, to a particular Xero account by click on the define by course/unit title button.

The final setup component is setting the date you wish to synchronise invoices from. Setting this date will mean any Vasto created invoices from this date will sync to and populate in your Xero instance.

  Once you have completed the set-up steps above, you are ready to have the invoice and payments synchronisation enabled. Please submit a Support Ticket, as this needs to be activated at Account Level by our Engineering Team.

The last successful synchronisation date will show for you:

NOTE: You will need to manually click to run sync now to update the latest invoices into Xero.

Advanced tracking codes

Vasto and Xero sync allows you to set tracking codes at either (or both) training venue location, and/or course/unit level.

The tracking code options that can be applied against each option are fixed, but each has 5 differing alternatives which can be utilised for recording these tracking codes.

Training venue tracking codes

When creating a new venue, or editing an existing one, on the bottom left hand side you have the option to assign a tracking code to your venues.

Where data to this effect exists in Xero, it will dynamically populate in Vasto, when the drop down box is selected.

Course/unit level tracking codes

Similar to tracking codes against a venue, where a relevant tracking category exists in Xero, this will dynamically populate in Vasto against the course or unit.

To review the setup options you can apply to each course or unit, in conjunction with the data that exists in your Xero instance, load up the appropriate course or unit, then click on the price tab.

Providing an appropriate tracking option exists, this will also populate dynamically from the drop down list to be assigned as needed.

Frequently Asked Questions

Question: Under account definitions and invoice payments, the account in Xero I wish to have payments applied to isn't showing, why is this the case?

Answer: In the Xero chat of accounts, the invoice payments account needs to be a GENERAL LEDGER account categorised as BANK and also have a defined GL account number. If one needs to be created in Xero, after any changes are made, you will need to re-import your Chart of Accounts into Vasto using the button at the top of the page.

Question: Why are some of my invoices not syncing?

Answer: This could be due to a number of reasons. Assuming the Xero sync is enabled and you have set your account definitions and invoice may not sync because

a) The line item doesn't have appropriate text to link to a correct account in Xero (eg enrolment fee or training services) or;

b) If the line item doesn't have the text set, then the account code at line item level has not been applied

c) The look-up function has not been used to enter individual or organisational payer details correctly and can't be linked to Xero

d) The organisation already exists in Xero, and the ID match between Xero and Vasto doesn't sync. In this case, please load up the customer's contact profile in Xero and provide the URL to the support team to change the ID