1. Connecting Visual Approvals to Xero
Please send an email to VASupport@visualapprovals.com.au should you wish to take up on our Xero Integration Module offer.
1.1 Preferences | Setup
To connect to your Xero Account in Visual Approvals, you will need to go to Preferences | Setup.
In this screen, you need to ensure that the Accounting is set to "Xero (Cloud)". If you are unable to make this change will send a support request to VASupport@visualapprovals.com.au.
Click on the "Test Connection" button.
1.2 Xero Login Screen
The Xero Login screen opens, please provide the email address and password that is used to log into Xero.
1.3 Xero Authentication Process
The Xero Login screen will indicate that a notification will be provided based on the security settings in Xero (this could be to your mobile phone or email). Please ensure that you tick the check box "Trust this device"
There may be a few more authentication steps required from Xero that will require you to follow additional steps via the email. Once you have completed the requirements, please click on the "Continue granting access" and "Allow access" buttons.
Xero will indicate that the connection has been successful, to close this screen, please click on the "X".
1.4 Selecting the Organisation
Visual Approvals will then request you to select the organisation. Once selected, please click on the "Continue with Selected organisation"
1.5 Confirmation of Connection with Xero
Visual Approvals will confirm the connection to your Xero account has been successful and you are logged in.
Please restart your Visual Approvals
2. General Ledger Module
All general ledger codes must be cross referenced to your XERO accounting program. If they are not relevant, they should be disabled.
Generally, their accountant will set the posting codes for the Client's Income & Liability accounts. These ledger codes must be crossed matched to the Xero's Alternate ID field.
The Visual Approvals Ledger Codes can be found under the General Ledger tab in Visual Approvals.
2.1 Tax Code for GL Items
This can be done either via the General Ledger main screen or via the General Ledger individual items.
2.1.1 General Ledger Main Screen
Tick the BAS check box if the GL account is to be included in the GST Worksheet Calculations (BAS).
Ensure that for each GL code has the correct assigned GST Tax Code. Select from the drop down list the accounting software that you will be integrating with VA (for example the accounting software is "Xero") and then select the appropriate GST Tax Code from the list under it.
2.1.2 General Ledger Individual Account Screen
Double click on the GL account item and select from the GST Tax Code drop down list the accounting software that you will be integrating with VA (for example the accounting software is "Xero") and then select the appropriate GST Tax Code from the list under it.
Finally tick the BAS check box if the GL account is to be included in the GST Worksheet Calculations (BAS).
Click the Accept button to close and save the changes made.
2.2 Viewing XERO Alternate ID Codes In VA
To commence matching the general ledger codes to Xero, the user will need to have the "Alternate ID" column added to the column headers.
Right mouse click anywhere on the column headers and select "Column Chooser", drag and drop the "Alternate ID" to the column header.
2.3 Mapping a XERO GL Code to an Existing General VA GL
Select the GL code that does not have a Xero "Alternate ID" code and click on the button "Create in Xero..". The user then selects an existing matching Xero GL code from Xero and click the "Accept" button to proceed matching.
2.4 Adding a New GL Code Account to XERO
If there are no existing matching GL account in Xero, click on the "Add Account" button. VA will proceed to add the new account in Xero and add the code in the "Alternate ID" field in VA.
3. Clients & Council Modules
Once you have linked the Visual Approvals Ledger Codes, next step is to link the Client and Council accounts stored in Visual Approvals.
3.1 Viewing the XERO Alternate ID Codes in VA
To commence matching the Client or Council codes to Xero, select Show All on the Alpha Listing, this will display all the Clients and will make it easier for the user to find the accounts that need to be matched/added to the Xero's list.
The user will need to have the "Alternate Acc Code" column added to the column headers.
Right mouse click anywhere on the column headers and select "Column Chooser", drag and drop the "Alternate Acc Code" to the column header.
3.1 Mapping to Xero Via Client or Council Module Main Screen
To map a Client or Council account to an existing account in Xero, select by single click on the account that does not have an Alternative Acc Code and then click on the "Create in Xero.." button.
Visual Approvals will show a list of the Client Accounts in XERO. Select the correct account then click Accept button.
The Client/Council accounts in each program are now linked.
3.2 Mapping to Xero Via Client or Council Account Screen
Double click on a Client or Council account to view the account and click on the button at the end of the Company Name field. This process is the same as mapping a Service Fee or a GL code to Xero.
Click on the Company Name's "..." commence mapping (see Service Fee mapping LINK)
3.3 Adding a New Client or Council to XERO
If there are no existing matching Client or Council in Xero, click on the "Add Account" button. VA will proceed to add the new service fee in Xero and add the code in the "Alt Account Code" field in VA.
4. Preferences/Service Fees
All Service Fees codes must be cross referenced to the XERO accounting program. If they are not relevant, they should be disabled.
Generally, their accountant will have set up the service fees in Xero. These service fees must be crossed matched to the Xero's Alternate ID field.
The Visual Service Fees Codes can be found under the Preferences/Service Fees module in Visual Approvals.
4.1 Viewing the XERO Alternate ID and VA Codes
To commence matching the service fees codes to Xero, the user will need to have the "Alternate ID" and the "VA Code" columns added to the column headers.
Right mouse click anywhere on the column headers and select "Column Chooser", drag and drop the "Alternate ID" and then the "VA Code" to the column header.
Select the "Alternate Code" and drag and drop it in the column headers and then the "VA Code".
4.2 Mapping a Service Fee Code to XERO Alternate Code
Select the Service Fee code that does not have a Xero "Alternate ID" code and click on the button "Create in Xero..". The user then selects an existing matching Xero GL code from Xero and click the "Accept" button to proceed matching.
4.3 Adding a New Service Fee Code to XERO
If there are no existing matching Service Fee in Xero, click on the "Add Account" button. VA will proceed to add the new service fee in Xero and add the code in the "Alternate ID" field in VA.