Accounting systems: Zoho Books and Xero

Your accountant keeps working in their own system. The desk writes the documents into it and reads back what was paid, so nothing is entered twice.

Zoho Books

In this workspace Zoho Books is a plugin under ERP in Admin → Apps, and it needs Money. Its page, Admin → Zoho Books, first asks for an application of your own at Zoho: register the callback URL the page shows with your Zoho application, then enter the Data centre, the Client ID and the Client secret, and press Save application.

1. Open Admin → Zoho Books.
2. Choose the Zoho data centre your organisation is in, and press Connect.
3. Sign in at Zoho as the owner of the Zoho Books organisation and allow access.
4. For each of your legal entities, pick its Zoho Books organisation, the day the books start, the account each kind of amount goes to, and the VAT codes. Press Save.
5. Choose what is sent by itself: invoices when they are sent, credit notes and purchase orders when they are issued, supplier bills when they are entered.
6. Send the history, if you want it. The button that begins with Since lists what is not in the books yet; one more press sends it, at Zoho's own pace, a few a minute.

• Customers, suppliers, parts, invoices, credit notes, purchase orders, bills and payments go to Zoho Books. A payment entered there is read back within 15 minutes and counted once.
• On its way, and refused lists what is waiting and what Zoho refused, with the reason and Try again.
• Disconnect stops the sending until Zoho Books is connected again.

Your accountant keeps working in their own system. The desk writes the documents into it and reads back what was paid, so nothing is entered twice.

Zoho Books

1. Open Admin → Integrations → Connections → Zoho Books.
2. Choose the Zoho data centre your organisation is in, and press Connect.
3. Sign in at Zoho as the owner of the Zoho Books organisation and allow access.
4. For each of your legal entities, pick its Zoho Books organisation, the day the books start, the account each kind of amount goes to, and the VAT codes. Press Save.
5. Choose what is sent by itself: invoices when they are sent, credit notes and purchase orders when they are issued, supplier bills when they are entered.
6. Send the history, if you want it. The button that begins with Since lists what is not in the books yet; one more press sends it, at Zoho's own pace, a few a minute.

• Customers, suppliers, parts, invoices, credit notes, purchase orders, bills and payments go to Zoho Books. A payment entered there is read back within 15 minutes and counted once.
• On its way, and refused lists what is waiting and what Zoho refused, with the reason and Try again.
• If the page says Zoho Books is not enabled for this desk yet, it has to be switched on for the desk once, by whoever runs the server, before Connect is offered.
• Disconnect stops the sending until Zoho Books is connected again.

Xero

1. Open Admin → Integrations → Connections → Xero and press Sign in to Xero.
2. Sign in at Xero as somebody who may connect apps to the organisation, and pick the organisation. If the sign-in covers several, pick the one this desk works with and press Use this organisation.
3. Choose who keeps the books. With Xero keeps the books, invoices, bills, credit notes, purchase orders, payments and a daily stock journal go to Xero, and what was paid there is read back. With This ERP keeps the books, nothing is sent: the chart of accounts, the contacts and the opening balances can be read from Xero once.
4. Map the accounts. Choose the Xero account each kind of amount goes to, the tax types, and the Xero bank account for each of your own, and press Save the mapping. Nothing is sent until this is done.
5. Send the history, if you want it. Pick the date after Send what is not in Xero yet, from, press Count it first, then Send it.

• Documents arrive in Xero as drafts, for your accountant to approve. The daily stock journal waits as a draft too, unless Post the daily stock journal in Xero is ticked.
• Xero allows 60 calls a minute and 5,000 a day for one organisation: a first send of a long history is paced and can take days.
• A contact that is in Xero more than once is refused: merge the contacts there, then send again.
• Compare trial balances sets the desk's figures beside Xero's.
• If the page says the sign-in has lapsed, connect Xero again: the links between the records stay, and it goes on from them.
• If the panel says Xero is not set up on this server, the desk's application at Xero has to be registered first, by whoever runs the server.
• Disconnect also takes the desk's access back at Xero.