Xero

How to Integrate Supply'd with Xero

Functionality includes:

• Automatically create Xero invoices when a new Supply'd order is shipped.

• Automatically create new customers in Xero if the customer doesn't exist.

• Automatically sync invoice payments with Xero for Supply'd credit card payments.

• Automatically sync reconciled payments from Xero to Supply'd.

• Automatically sync inventory values from Xero to Supply'd.

• Automatically handle cost of goods within Xero.

• Automatically create Xero purchase orders from Supply'd.

• Automatically create new suppliers in Xero if the supplier doesn't exist.

Data Flow

Supply'd primarily serves as the master data source for syncing with Xero. However, for invoice and bill payments, Xero updates Supply'd with the payment status.

Connect To Xero

Simply click on your company name in the top right then select Settings.

In the Settings menu, scroll down and select Integrations.

Click on Add + in the top right-hand corner.

The Add Integration page will show. Click on the Xero icon. You will be taken to Xero where you can login and grant access to Supply'd.

After returning to Supply'd, if the Xero Settings form doesn't automatically open, select Xero from the Integrations list using the steps above.

The Xero Settings screen should appear. Complete the fields as follows:

Integration Name

Name your Xero integration. This can be used to differentiate between multiple Xero integrations if you have them.

Status

Will tell you if Supply'd is connected to your Xero account.

Sync Supply'd Orders

Toggle on to sync invoices from Supply'd to Xero.

Supply'd Invoice Number Prefix

An optional prefix for Supply'd Invoice numbers sent to Xero. This is useful to prevent duplicate invoice numbers in Xero.

Supply'd Sales Account

Which sales account to sync sales made from Supply'd to in Xero. Select from the drop-down. This should be a Revenue account.

Supply'd Shipping Account

What shipping account to sync shipping fees to in Xero. Select from the drop-down. This should be a Revenue account.

Supply'd Credit Card Fees Account

What account to sync credit card fees received from Supply'd to in Xero. Select from the drop-down. This should be a Revenue account.

Supply'd Rounding Account

What rounding account to sync any required rounding to in Xero. Select from the drop-down. This should be a Current Liability account.

Supply'd Clearing Account

What account to sync payments made against these orders to in Supply'd. This is recommended to be a Supply'd clearing account for payments from invoices. Select from the drop-down. This should be a Current Liability account with Enable payments to this account checked.

Sync Supply'd Orders

When to sync Supply'd orders to Xero.

• After Order Shipped: Will sync the orders to Xero only after they have shipped.

• After Order Placed: Will sync the orders to Xero only after they have been placed in the system.

Sync Purchase Orders?

Whether or not to sync purchase orders from Supply'd to Xero.

Supply'd Purchase Order Prefix

An optional prefix for Supply'd Invoice numbers sent to Xero.

Bill Account

Which expense account to sync purchases made from Supply'd to in Xero. If accruing costs at the time of receipt this should be a Direct Costs account. If with inventory sync this should be a Current Asset account matching your Inventory Account.

Shipping Expense Account

Which shipping account to sync shipping fees to in Xero. This should be an Expense account.

Credit Card Fees Expense Account

Which account to sync credit card fees paid from Supply'd to in Xero. This should be an Expense account.

Rounding Account

What rounding account to sync any required rounding to in Xero. This should be a Current Liability account.

Sync Inventory?

Whether or not to sync inventory totals from Supply'd to Xero.

Sync Historical Cost of Goods

Whether or not to sync historical cost of goods for orders already shipped. Select Yes or No from the drop-down.

If Yes, all orders costs in Supply'd will be synced, if No only new orders will be synced.

Sync COGS

How you would like COGS (Cost of Goods) synced to Xero.

• By Invoice: A journal entry will be made for each invoice with the costs of goods transfer.

• Daily Summary: A journal entry will be made once each day with the total cost of goods transfer.

Inventory Account

What account would you like to use for inventory. This should be a Current Asset account.

Inventory Adjustments Account

An inventory adjustments account to handle inventory variations outside of received orders or sales. This should be a Current Liability account.

Cost of Goods Account

What account to apply cost of goods sold to in Xero. Cost of goods will be applied to the P&L after as order has been shipped. Disable inventory syncing to apply at the time of goods receipts. This should be a Direct Costs account.

Save

Click the button to add the QuickBooks integration.

Reconciling Sales Invoices in Xero

When reconciling Supply’d sales invoices in Xero, the process depends on the type of payment:

1. Invoice Payments & Cash on Delivery (COD): These payments are made directly to you (e.g., bank transfer or cash). In Xero, you’ll manually match the payment to the corresponding invoice to mark it as paid.

2. Credit Card (CC) & Online Payments via Supply’d: These payments are collected through Supply’d and automatically recorded in the clearing account in Xero. Supply’d sends you a weekly payout (already excluding their fees), which you'll reconcile against the clearing account.

   To fully balance the clearing account, you’ll also need to manually create a bill for the Supply’d fees and reconcile it in Xero.

By following this process, you ensure all Supply’d sales invoices are accurately tracked and reconciled in Xero.

Disconnecting from Xero

If you would like to disconnect from Xero you can do so by clicking on your company name in the top right, then select Settings. Select Integrations from the Settings menu, then Xero from the Integrations menu (as above).

Click on the 3 dots in the top right-hand corner. Select Remove Integration.

You will be asked to confirm.