Account(s) not showing on the settings screen
Make sure each account has an Account Code assigned in Xero under Accounting > Advanced > Chart of Accounts. Also for deposit accounts, if the account is not setup as a "Bank" account type (eg. if it is a "Current Liability" account), it must have "Enable payments to this account" enabled.
Item(s) not showing on the settings screen
Make sure each item has an Item Code and Sales Account assigned in Xero under Business > Products and Services.
Can I have different items for each membership level, event ticket, event group, cart item, etc?
At this time it is not possible to have a different Xero item for each specific membership level, event ticket, or cart item. However the description for each line in the invoice will reflect the specific membership level, event ticket name, cart item, etc.
When and how does data sync to Xero?
You have to trigger a sync of transactions to Xero from Dashboard > Financial (transactions by date range), or from the event/form Dashboard (transactions for the corresponding event/form), by clicking on the "Export Xero" button.
How many transactions can I export per day?
Xero has a limit of 5000 API calls per day. Each transaction can involve 1-6 API calls, so 800 to 5000 transactions can be exported to your Xero account per day.
Does exporting the same transaction twice cause problems?
We will remember when a transaction has been previously exported and will not create any duplicate invoices or payments.
What happens if a transaction has been updated (voided, partially refunded or payment received)?
You have to trigger a sync of transactions to Xero that would include the updated transaction. Our system will know when a transaction has been previously exported, and either update it accordingly (eg. recording a payment received) or generate a new credit note (void or partial refunds) to account for the changes. Note that if a new credit note is created, it may not have the same breakdown of items/information as the original transaction.
Warning - Modifying or Deleting Exported Records Directly in Xero
Any changes made directly in Xero does not update our system, so certain changes will cause issues.
- Deleting or merging Customer records in Xero created for your members. The Customer record is linked to the member account, so when the Customer is deleted or merged that will cause errors when exporting future transactions for that member.
- Deleting or recording payment against open Invoices. Doing so will cause errors when our system attempts to update the Invoice in a future export, such as recording a payment against that Invoice.
- Deleting any Invoices, Credits, Payments or Journals that may need to be updated in a future export. This will not trigger a re-export of the transaction, instead this will trigger an error when the system tries to update the transaction in Xero (since it has been deleted).
- Changing the Customer associated with or the total for Invoices, Credits or Payments that may need to be updated in a future export.
The following changes are safe to make directly in Xero:
- Altering Invoices, Credits, Payments or Journals without affecting the associated Customer or total. For example, changing the description of the line items or adding classes to Invoices.
- Altering (but not deleting or merging) Customer records.
- Deleting or merging Customer records of accounts that have been deleted from MembershipWorks.
- Altering or deleting Invoices, Credits, Payments or Journals of transactions which are fully finalized and exported from our system - ie. no future adjustments or refunds are expected for the transaction.
- Deleting Invoices, Credits, Payments or Journals of transactions that have been deleted from MembershipWorks.
When in doubt of whether certain changes will affect future exports please contact us.
How do I disconnect your system from my Xero account?
Login to Xero and go to Settings > General Settings > Connected Apps. Locate our app under "Xero Connected Apps" and click "Disconnect".