Points of Integration

There are many Xero API resources available. However not all resources are part of the Ostendo – Xero integration. The affected resources are as follows:

Contacts - this is the Xero resource which holds Supplier and Customer information. Any addition or change in Supplier/Customer master records in Ostendo will be reflected in Xero except ‘InActive’ records.

Xero API does not allow for posting of ContactStatus = DELETED. This means that InActive Suppliers or Customers in Ostendo need to be manually set as DELETED in Xero. 

The IsSupplier Boolean value cannot be set via Xero API – it is automatically set when an accounts payable invoice is generated against the contact. This means Suppliers exported from Ostendo into Xero will initially have the IsSupplier set to “false”.

The IsCustomer Boolean value cannot be set via Xero API – it is automatically set when an accounts receivable invoice is generated against the contact. This means Customers exported from Ostendo into Xero will initially have the IsCustomer set to “false”.

Manual Journals – all journals except Invoice Payment and Invoice Deposit, are posted to this resource in Xero.

Invoices – this resource caters to both Sales Invoices (Type= ACCREC) and Purchase Invoices (Type= ACCPAY). Sales Invoice transactions and Purchase Invoice transactions are posted to Xero as AUTHORISED invoice transactions.

If AR Style “Post Invoices and Payments as Journals” is selected, then sales invoices and payments will be posted as manual journals to Xero.

Credit Notes - this resource caters to both Sales Credit Notes (Type= ACCRECCREDIT) and Purchase Credit Notes (Type= ACCPAYCREDIT). Credit Notes are posted to Xero as AUTHORISED credit note transactions.

Payments – Invoice Payment and Invoice Deposit journals are posted to Payments resource in Xero. Only the Debit side of the journal is posted.

Note:        Payment Discounts are posted to Xero as Credit Notes and applied to the associated Invoices.

Customer Payments entered directly into Xero (if “No External Payments Returned” is not ticked in System Settings) will be pulled back into Ostendo and Customer Payment records will be created for the matching invoices. However no financial transactions will be created in Ostendo for such records – to avoid reposting back into Xero again. Such payment records in Ostendo will be marked as “External Payments”.

Any such Payments entered in Xero which are subsequently deleted in Xero will also trigger the deletion of the matching “External Payment” from Ostendo’s  CustomerPayments table.

Note: Deletion of Payments can be done only from Xero – regardless of whether the payment was first entered in Ostendo or in Xero. When a payment is deleted in Xero, the accountinglink will check for deleted payments (during the next batch processing) and delete the corresponding payment in Ostendo.

Over-Payments & Pre-Payments - When Over-Payments or Pre-Payments are created in Xero, these will generate Payments in Ostendo marked as ‘External’. 

Any allocations to sales invoices in Xero will be brought into Ostendo and applied to the corresponding invoices. 

Any Refunds of overpayment/prepayment in Xero will be brought into Ostendo to reduce the PAYMENTAMOUNT in CUSTOMERPAYMENTS record accordingly.

Please note that Over-Payments/Pre-payments created in Xero can only be allocated to invoices from within Xero.