If you use the Xero online accounting platform to manage your business you can connect your Xero account to your ShopWired account so that orders placed on your website will be automatically 'sent' to Xero as invoices.
At the current time, the Xero app does not provide an inventory/stock sync function, this is functionality we are planning on adding soon.
The ShopWired support team are unable to provide help or support with regards to your use of Xero, we can only support you on the functions that our app provides.
Data flow diagram
We've included a data flow diagram below for you to visualise the data exchange between ShopWired and Xero.
Connecting your Xero account
Once you've installed the app within your ShopWired account you'll need to click the 'connect to Xero' button.
The app will then transfer you to the Xero account where you'll be prompted to login (if not already logged in).
Once logged in, you'll be asked to authenticate the ShopWired app to connect to your Xero account. On this page (shown in the screenshot below) you should click the 'allow access' button.
Once you've allowed access you'll be returned to your ShopWired account to configure your Xero settings.
You'll need to select settings for each of the 9 available settings, explained below.
From the drop down, select the account from the list that corresponds with the account on Xero that we should allocate the product portion of sales invoices to. (The accounts available will be limited to Revenue Accounts from Xero).
From the drop down, select the account from the list that corresponds with the account on Xero that we should allocate the delivery portion of sales invoices to. (The accounts available will be limited to Revenue Accounts from Xero).
From the drop down, select the account from the list that corresponds with the account on Xero that we should allocate any rounding adjustments (for VAT calculations) on sales invoices to. (The accounts available will be limited to Revenue Accounts from Xero).
Partial Payments Account
From the drop down, select the account from the list that corresponds with the account on Xero that we should allocate partial payments into. Partial payments appear on an order when a customer places an order and, at least in part, makes payment using a gift voucher. (The accounts available will be limited to Revenue Accounts from Xero).
Where VAT applies to a line item in an order, select the VAT rate from the list that corresponds with the VAT rate on Xero.
VAT Exclusive Rate
Where a line item in an order does not attract VAT, select the VAT rate from the list that corresponds with the VAT rate on Xero.
ShopWired can automatically populate the invoice number on the invoice generated within Xero by selecting this setting. If you leave unselected, Xero will generate the invoice number.
If you would like ShopWired to automatically populate the reference number on the invoice generated by ShopWired on Xero with the order reference on ShopWired, select this setting.
ShopWired can either export the cost of products (and shipping charges) to Xero before, or after, discounts have been applied to the order. Discounts are defined as reductions in product, or shipping, prices obtained either through use of a voucher code or the redemption of reward points.
Payment account settings
When payment is made for an order on your website we'll automatically create the payment in the appropriate Xero bank account.
From the Default Payment Account list you can select the account on Xero that we should allocate payment to. Using the section beneath you are able to specify different payment accounts for different payment methods that your users might pay you through, e.g. PayPal, Stripe. Where a payment method hasn't been specifically configured, we'll use the default payment method.
In the Payment Method field you can enter the name of the payment method, e.g. Stripe and then from the drop down list select the corresponding Xero account that the payment should be allocated to.
You can add as many payment methods as you like.
Obtaining the correct payment method value
When you enter a value in the Payment Method field you will need to make sure it corresponds exactly to the way that ShopWired displays it.
To obtain a list select 'orders' from the menu and then 'view orders' and click the 'more filters' link on the top right of the orders table. Next, click into the 'by payment method' field and you'll see a list of all the payment methods that have been received on your account.
Custom VAT rates
If the products you are selling have reduced VAT rates (e.g. 5% for wood burning logs), you can enter the VAT rate that will be charged to the customer in the VAT Rate (%) and select the corresponding Xero VAT Rate from the drop down list, as shown in the example below.
To enable the Xero app to begin exporting orders from ShopWired tick 'yes' under the 'enable the export' field and click the 'save changes' button in the bottom right.
Historical orders are defined as orders received on your ShopWired account before activation of the Xero app. If you'd like to export all historical orders received on your ShopWired account, click the 'export historical orders' button.
From time to time the app may encounter an error when trying to export an order from ShopWired to Xero. Where this happens, the details of which order failed to export and the reason for it will be displayed in the 'export errors' table.
For each order that fails to export the error returned by the Xero system will be displayed. This may allow you to fix the error on the ShopWired order, by editing it, and then you can click to retry export of the order.
If you're unable to fix the error please contact us.
Frequently asked questions
How do I disconnect the app?
To disconnect Xero from ShopWired select 'apps and extensions' from within your ShopWired account and the 'installed apps' link, locate the Xero app and click to remove it.
Once logged into your Xero account go to https://apps.xero.com/connected and click to disconnect the ShopWired app.
Can I prevent details of payments being sent with invoices to Xero?
At the moment this is not possible, if an order is paid for through your ShopWired website then details of the payment will be sent through to Xero.
Are orders received through the offline payment method sent as Invoices with a status of Awaiting Payment?
Yes, where an order is received on your ShopWired website we will not send any payment details to Xero (you can then manually create a payment for it from within Xero when you receive payment).
Does data sync automatically or do I need to action anything manually?
Data is synced automatically. Once the Xero app is setup within your ShopWired account you do not need to perform any manual process.
How long does data take to sync?
Data is synced in real time, when you receive an order on ShopWired the details will be sent to Xero within a few minutes.
Does ShopWired sync products and stock levels to Xero?
No, unfortunately ShopWired does not currently offer this functionality.