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Payment Portal and Xero

Last updated 22/01/2021

How to configure the Cin7 Payment Portal to work with Xero.

Overview


Xero is cloud "accounting software with everything you need to run your business beautifully."

The Cin7 Payment Portal configuration for Xero lets you:

  • Push payment portal payments, attached to the Sales Order through to Xero.
  • Record gateway transaction IDs against payment portal payments pushed to Xero.
  • Mark invoices as Paid in Xero once the full payment is recorded by the payment portal.

Connecting Cin7 to Xero


Before configuring Xero to work with the Payment Portal, see the Help article Connect Cin7 to Xero.

Configuring the Integration 


Setting up Payments Account in Xero

The first step is to add a Payments account to your Chart of Accounts in Xero. Enter the components of your account:

  • A Current Asset Account Type
  • Code
  • Name
  • Description
  • Tax
Tip

The "Enable payments to this account" checkbox should also be select to ensure Payment Portal payments flow to this account.

Adding Payments Account to Cin7

  1. While logged in as an Administrator, from the left navigation, select Accountingthen Xero.
  2. From right, select the gear icon.
  3. Go to the Settings tab.
  4. From the Payment Accounts tab, select the Payments account name that you created in Xero.
  5. Select Save Settings. 

Auto Approving Payment Portal Invoices in Xero

In order for Xero to attach payments to an invoice, it must be authorized in Xero. By default, any invoice that is pushed from Cin7 to Xero is stored in a "Draft" state.

To make the process of recording payment portal payments automated, it is recommended to set Invoices to approved when importing Sales Orders, as follows:

  1. While logged in as an Administrator, select your username in the top right and then select Settings.
  2. From the Setup menu, select Payment Portal Configuration.
  3. From the Custom Settings tab, select When importing Sales Orders into Xero, set Invoices to Approved.

Importing Payments to Xero


There are two ways to import payments into Xero.

Importing All Payments at the same time

This method will import all payments at the same time. This is the quickest way to import all payments.

  1. From the left navigation, select Accounting, then Xero.
  2. Go to the Sales tab. 
  3. Select Customers, choose all checkboxes and select Upload All to update or import any new contacts. 
    For more information, see Importing Customers to Xero.
  4. Select Invoices, choose all checkboxes and select Upload All to update or import any new invoices. 
    For more information, see Importing Sales Orders into Xero.
  5. Select Payments, choose all checkboxes and select Upload All to import the Payment Portal Payments. 
    A confirmation will notify you if all payments have been imported successfully.

Imported payments will be attached to invoices in Xero.

Importing Individual Payments

You may wish to only import one Payment, or inspect the payments before importing. To do this:

  1. From the left navigation, select Accounting, then Xero.
  2. Go to the Sales tab. 
  3. Select Customers.
  4. Select customers that you wish to import. 
  5. Select Upload Selected to update or import the selected contacts. 
    For more information, see Importing Customers to Xero.
  6. Select Invoices.
  7. Select invoices that you wish to import. 
  8. Select Upload Selected to update or import the selected invoices.
    For more information, see Importing Sales Orders into Xero.
  9. Select Payments.
  10. Select payments that you wish to import. 
  11. Select Upload Selected to import the selected payments.
    A confirmation will notify you if all payments have been imported successfully.

Imported Payments will be attached to Approved Invoices in Xero.

 FAQs

Is it possible to automate payment imports?

No. Manually selecting the button adds a level of scrutiny that is recommended as part of implementing good accounting practices.