Integration with Xero

In this guide you will complete the following steps:

  1. Configure Xero
  2. Exporting Data
  3. Exporting Options
  4. Tracking Categories
  5. Export to Xero
    1. Configure Xero
      1. To get started, Login your SimplePay account and go to Add-Ons >> Xero .
      2. Click on the link "Click here" in the message. You will now be forwarded to the Xero site to authenticate and provide permission for SimplePay to post transactions to your account. Login with your Xero credentials.
      3. Next, Xero will confirm the request and ask you to authorize SimplePay to post transactions to your account. Organization created in Xero will be loaded in drop down list. Click Authorise button to synchronize your SimplePay and Xero Company.
      4. Once authorised, you'll be directed back to the SimplePay and given the option to synchronize your Xero chart of accounts with SimplePay.
      5. By default Bill Option is selected, user can switch to Manual Journal option
        1. Bill
          1. All transactions will be posted as Bill,
          2. Bill can be viewed in Xero as Business >> Bills to pay >> Draft
        2. Manual Journal
          1. Only Payroll transactions will be posted as Journal, all other transactions will be posted as Bill (i.e. CRA Taxes, RQ Taxes, WSIB Taxes, EHT Taxes, Business Payments, Payday Advance and SimplePay Invoice).
          2. Journals can be viewed in Xero as Accounting >> Reports >> All Reports >> Journal Report >> Manual Journals >> Draft
          3. User can select Multiple Wage accounts for employees in case of Manual Journal
        3. Multiple Wage Accounts
          1. To manage wages in more than one account select 'Multiple Wage Accounts' option In Payroll Liability (Net Pay) dropdown and save the settings.
          2. New Tab will appear 'Manage Wage Accounts'.
          3. Employees can be managed in multiple wage accounts from this screen.
      6. Use the drop down lists to match the fields to the appropriate accounts imported from Xero.
      7. SimplePay and Xero synchronization is now complete. You can now process a pay period(s) on SimplePay. To do so, click on Payroll in Menu. Run your payroll as you normally would.
      8. When you are ready to import your transactions into Xero , click Close Period button. There will be link to Export to Xero, click on this link or load directly the Xero page in SimplePay Add-Ons >> Xero.
    2. Exporting Data
      1. You can export SimplePay data for Payroll and Taxes to Xero by selecting pay period type, pay period end date/date range and Due date (Due date of Bill exported in Xero from SimplePay)
    3. Exporting Options
      1. You can export Payroll and/or Taxes records (separate records for CRA, RQ and WSIB) in following formats.
        1. Single Bill for the pay period
        2. Separate Bill for each employee in the pay period
        3. Bill, group by Expense Category for the pay period (Employees can be grouped in Expense Categories in Employee Setup page)
        4. Bill, group by Department for the pay period (Employees can be grouped in Departments in Employee Setup page)
    4. Tracking Categories
      1. In addition to above 3 formats you can select to export records based on Tracking Categories for timesheet hours.
        1. Create Timesheet Column Headings in SimplePay (Settings >> TIME SHEET >> Categories), heading labels must be same as Tracking Categories name in Xero (Case Sensitive)
        2. Select Check box (Use as Tracking Category in Xero)
        3. Maximum 2 headings can be defined to be used as tracking category in Xero
        4. Create Contents for these headings (Settings >> TIME SHEET >> Category Tracking), content text must be same as Tracking Category Options created in Xero (Case Sensitive)
        5. Only Gross amount will be divided into Tracking categories if timesheet data has been entered and any of these headings are selected in Timesheet page.
    5. Export to Xero
      1. In addition to above 3 formats you can select to export records based on Tracking Categories for timesheet hours.
      2. Press Export to Xero button after required selection.
      3. SimplePay will send Xero any transactions for selected filters.
      4. Now the next time you log into Xero you'll see a draft bill from SimplePay, Business >> Bills to pay >> Draft or Manual Journal from Accounting >> Reports >> All Reports >> Journal Report >> Manual Journals >> Draft
      5. Ensure all the line items are correctly matched to the accounts in Xero and approve your bill. That's it! You've successfully imported your payroll transactions into Xero Online Accounting.