After Xero integration is configured, the synchronization of invoices begin on the Sync start date you specify in the integration settings. No other action is needed to initiate the synchronization. The data in Zenoti is synchronized with Xero periodically, depending on your setting for the Delay period, typically during the night time. Refer to the field description for the Delay field in the Connect to Xero section in Step 2.

View the Synchronization Status

The data in Zenoti is synchronized every day with Xero, after the business is closed for the day. You can view the synchronization status of the invoices and petty cash transactions using the reports Xero Sync Report - Invoices and Xero Sync Report - Petty Cash.

To view the synchronization status of invoices, do the following:

  1. Make sure you you are logged in as an Admin and have selected the center for which you want to run the report.
  2. On the Main menu, click the Reports tab.
  3. On the Reports Dashboard, click Finance > Xero (from the filter).
  4. From the list of reports, click Invoices. The report opens in a new tab.
  5. Depending on the status of invoices you want to view, from the second filter, select the status as All, Pending, Success, or Failed.
  6. Select the desired time period.
  7. Click Refresh. The report displays the synchronization status of each invoice in the given time period.

To view the synchronization status of petty cash transactions, do the following:

  1. Make sure you you are logged in as an Admin and have selected the center for which you want to run the report.
  2. On the Main menu, click the Reports tab.
  3. On the Reports Dashboard, click Finance > Xero (from the filter).
  4. From the list of reports, click Petty Cash. The report opens in a new tab.
  5. Depending on the status of invoices you want to view, from the second filter, select the status as All, Pending, Success, or Failed.
  6. Select the desired time period.
  7. Click Refresh. The report displays the synchronization status of the petty cash transactions in the given time period.

Failed Synchronization

If the synchronization fails for an invoice, the Xero Sync Status report displays a log message explaining the reason for the failure. You can manually synchronize the failed records by selecting the checkbox next to the invoice, and then clicking the Re-Sync button at the bottom of the report. You can click the Go to Xero link present against each invoice to check the invoice in Xero. Once you open the invoice in Xero, you can click Go to Zenoti if you need to return to the Invoices report. Clicking the Invoice number and the Guest Name opens the invoice and guest records respectively in Zenoti.

Verify the Synchronized Invoices

After Zenoti sends the invoices to Xero, you can verify the accuracy of the synchronized data by comparing the total amounts listed in the Balance Sheet in Xero with the total amounts listed in the Sales > Invoices report in Zenoti.

When the invoices are sent from Zenoti to Xero:

  • Redemptions of memberships, gift cards, loyalty points, and cashback are added as a negative entry.
  • Refunds and rounding adjustments are listed as separate line items.
  • Tips are not shown as Xero does not support reporting them.

To verify the synchronization of invoices, follow these steps:

  1. Make sure you logged in to Zenoti as admin.
  2. In the Admin Dashboard, click Reports, and then click Sales.
  3. In the Select a Report list, select Invoices in the Printer Friendly section.
  4. In the adjacent field, select the One Month Option or specify another date range.
    Note: Picking the One Month option displays the invoices for a month. If you choose Custom, use the calendar drop downs and pick dates in the From and To fields.
  5. In the adjacent field, select All, Closed, or Open.
  6. Click Refresh.
  7. Log in to Xero and navigate to Reports > Balance Sheet.
  8. Compare the total amounts listed in the Balance Sheet in Xero with the total amounts listed in the Sales > Invoices report in Zenoti.

The following is a comparison between the Invoice report in Zenoti and the Balance Sheet in Xero:

  • Redemptions are added as a negative value to Xero because they are counted as discounts. The next section describes how to check redemptions.
  • Net Price column should match with Current Year Earnings.
  • Tax should match with Sales Tax in Liabilities.
  • Cash should match with Payments Received – Cash – Zenoti in Current Assets.
  • Card should match with Payments Received – Credit Card – Zenoti in Current Assets.
  • Others should match with Payments Received - Zenoti in Current Assets.

Check for redemption of memberships, gift cards, loyalty points, and packages in Xero
Redemption of memberships, gift cards, and packages at the invoice level can be checked in Xero.
To check for redemptions, follow these steps:

1. Go to Accounts > Sales.

2. Click the Paid link to view invoices that have been paid.

3. Click a particular invoice with a redemption.
     The following is an example invoice with redemption for description.

4. You can see a Membership Redemption Discount, which is used to
    record redemptions of free services provided in membership benefits.
    For example, membership benefits might include three free massages, and
    when each service is redeemed, it is recorded as a Membership
    Redemption Discount.

5. You can see the manual discounts provided on a service and product.
     In Zenoti, such discounts are provided on the POS by employees who have
     the relevant permission.

6. Gift card redemptions are tracked in the Gift Card Redemption account.

7. Loyalty point redemptions are tracked using the LP Redemption Discount account.
    A Membership redemption which records discounts provided as membership
    benefits is also available.
    For example, a 5 % discount on massages during peak hours and 10% during
    off peak hours.

8. Package redemptions are tracked using the Package Redemption account. For example, this is used to record redemptions of package benefits such a services or free products.

To view the how redemptions are tracked in Xero, follow these steps:

  1. Go to Accounts > Inventory.
  2. Search for a particular membership, such as Platinum membership.
  3. Click the membership to open it.In the next window, the number of memberships sold and redeemed are listed.

Redemptions of memberships are listed as a negative entry and they are enclosed in brackets. Sales are listed as positive entries. These can then be added to figure out the outstanding balance or liability against a membership. The same procedure can be followed for checking gift cards and packages.

See Also

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