How to Link a Xero Account to a PlayHQ Organisation

Our Xero integration feature connects your PlayHQ organization with your Xero account, automating invoice generation for you. This integration will greatly reduce the time spent on data manipulation and validation, streamlining the invoicing process for treasurers. Follow the steps below to set up the integration and start enjoying these benefits.

Step-by-Step Guide to Setting Up Xero Integration

Step 1: Link Your Xero Account

You need to be an 'account holder' Xero user to setup and manage a Xero integration.

1. • Navigate to your Organization Settings.
   • Make sure you are Using as your designated organisation.
   • Click Settings > General.
   • Go to the Integrations tab.
   • Click Connect.
     
     
     
     

2. Login to Xero:

   • • • Click 'Log in to Xero': Select this option to begin the login process.

       • Enter Credentials: You will be prompted to enter your Xero login details.

       • Automatic Recognition: If you are already logged into Xero in another tab, the system will automatically recognize your existing session.

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3. Select Your Xero Organisation & Authorise 

   • Select Your Xero Account: Choose the Xero account that you want to link to your 'Using as' organization in PlayHQ.

   • Grant Access: Click 'Allow access' to permit PlayHQ to connect to your Xero account.

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Step 2: Choose a Primary Contact for Invoices

• Select a Primary Contact: Choose a primary contact to serve as the reference for generating sales invoices. We will show a list of contacts from your Xero account that you can select from. 

• Our Recommendation: Create or use a contact named "PlayHQ" for this purpose.

• Refresh and Select: After creating the contact in Xero, refresh the Admin Portal page to load the new contact, then select it from the list.

Step 3: Set Up Your Mapping Table

1. Mapping Categories to GL Accounts:

   • Review the Mapping Table: You will see a table with predefined categories, including product sales, registrations, and deductions like vouchers and fees.

   • Map Categories to GL Accounts: For each category, select the corresponding Xero General Ledger (GL) account from the dropdown menu.

   • Select GL Codes: Your Xero GL codes will be available in a dropdown list for easy selection.
     

   • Mandatory Step: Ensure the 'Unmapped Revenue Items' category is assigned to a GL account, such as Suspense. This is a required step.

     • This category serves as a placeholder for any future categories, like new product types or competitions. Any revenue items that do not match existing categories will be assigned to this field on the invoice until you update the mapping table.

     •  While mapping the 'Unmapped Revenue Items' is mandatory, it is advisable to map all relevant categories to their appropriate GL accounts. You can update the mapping table as needed.

   • Please note. You can assign the same GL account or tracking code to multiple categories if required.

2. Optional Tracking Codes

   • Tracking Columns Display: If you have tracking codes set up in Xero, up to two additional tracking columns will appear.

   • Your Xero tracking codes will be available in a dropdown menu for easy selection.

   • Its optional should you wish to choose to map these tracking codes to the relevant categories.

Step 4: Save Your Settings > Complete Setup

1. Save and Confirm

   • Save Settings: After completing all mandatory fields, click 'Save' to apply your settings.

   • Confirmation: Your account will return to a Xero-connected state, confirming that the setup is complete.

After Setup

• Automated Invoice Generation:
  • After the setup is complete, our system will automatically generate invoices in your Xero account every time we disburse funds to your organisation.
  • These invoices will include a breakdown of the pre-tax funds by the categories you mapped during the setup.
  • Xero will calculate Tax/GST in the invoice based on the mapped GL account codes.
  • Sample invoice;

• IMPORTANT NOTE ON TAX
  • It is your responsibility to ensure that each GL code in Xero has the appropriate tax rate configured if your organisation is registered for GST.
  • Please note that incorrect tax configurations may result in discrepancies in the invoice totals.
  • If tax is calculated correctly the payout total should match the invoice total. There may be some slight differences to the transaction report due to rounding.

Updating Your Xero Integration Settings

• Modify Settings:

  • You can update any of your Xero connection details or mapping settings at any time.
  • Simply navigate back to Xero settings via Organisation Settings -> General -> Integration tab and select Edit in the Xero window to make any changes. 
    
    

• Disconnect from Xero:

  • If you wish to disconnect from Xero, you can do so from the same settings section, select Disconnect
    
    
• See new changes / Refreshing updates from Xero:
  • If you make any updates in Xero, such as adding a new contact or a new GL account code, simply refresh the page in the Admin Portal to see these changes reflected real-time.

Error Handling

• If a GL account code and/or contact that was previously mapped in PlayHQ is subsequently removed from Xero, an error will appear in the Xero connection page for the connected organisation in PlayHQ. The error will indicate which mapping was remove and request the user to select a new mapping before saving the updated mappings.   
• If the Xero integration is disconnected from Xero, all subsequent invoices will cease generating. An error will appear in the relevant organisations Xero connection details, indicating to resolve the user must 'disconnect' from PlayHQ side and simply reconnect to Xero by following the steps above.

Support

If you encounter any issues or have any questions during the setup process, please contact your support team. If you need assistance with Xero please see their support site

By following these steps, you will streamline your invoicing process, ensuring accuracy and saving valuable time. Enjoy the seamless integration between our platform and Xero!