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Exports to Xero

Companies, orders, and invoices can be exported from Ad Orbit directly into Xero. Any changes made in Ad Orbit will update in Xero, but most changes in Xero WILL NOT update in Ad Orbit. Before you connect your account, you should make sure your company names match to your Xero names. The system will create new records for any company it can’t find in Xero.

  • Once your account is connected, make sure to update your export files to use the Xero format. You need to make sure Company, Order, and Invoice export formats are set to Xero. This can be done by going to Settings > System Configurations - Data - Exports.

Companies

  • All new companies will be marked as exportable by default, but you can disable that setting if you prefer to export companies on a case-by-case basis. To disable the setting, change your system configuration Mark New Companies Created as Exportable to no.

  • You can go to a company's Overview page to mark them for export or mark the company as not exportable. Only mark a company as not exportable if you DO NOT want the company in Xero.

  • The system will create a new company in Xero, or will map it to an existing Xero company, and add the Xero ID to the company's XREF field in Ad Orbit; this connects the two records. The system pushes over the following company fields to Xero.

    • Payment Terms

    • Billing Contact Name

    • Billing Contact Phone Number

    • Billing Contact Email

    • Company Name

    • Company Address

  • When you make a change to a company in Ad Orbit, those changes will also be made in Xero. For example, when the billing contact is updated on the company, the system will set the company to export and push over the new billing contact information to Xero.

    Warning

    CHANGES IN XERO INFORMATION WILL NOT COME BACK FROM XERO TO AD ORBIT.

Orders

  • Ad Orbit orders are pushed to Xero as 'quotes'. Once you have your companies in Xero, you can begin pushing order data. You can use the Settings > Billing > Product Mapping page to connect your products to your Xero accounts. We recommend mapping your products before pushing data.

  • All new orders in the system will be set to export. An order marked to export will go over to Xero. Each line item on the order will get added to a Xero quote.

  • If you update information on the order within Ad Orbit, the order will get reset to export and the changes will push over to Xero. If you delete the order in Ad Orbit, the quote will be removed from Xero.

Invoices

  • Now that you have a company in Xero, you can start pushing invoice data. You can use the Settings > Billing > Product Mapping page to connect your products to your Xero accounts. We recommend mapping your products and services before pushing data.

  • All new invoices in the system will be set to export. You can go to the Billing > Invoice page to see what invoices are marked to export. You can uncheck or recheck invoices to export at any time.

  • An invoice marked to export will go over to Xero. Each line item on the invoice will get added to a Xero invoice tied to a Xero product and service.

  • Ads will display the publication:issue:ad size in the description field.

  • If you update information on the invoice within Ad Orbit, the invoice will get reset to export and the changes will push over to Xero. If you delete the invoice in the system, the invoice will be removed from Xero.

  • If you have the ‘Sync payments created in Xero to Ad Orbit’ setting enabled on the Xero Settings page, payments will be brought in to Ad Orbit that are made in Xero. If this setting is turned off, any payments applied to invoices from within Xero will not sync back into Ad Orbit.

    Note

    This functionality only works if the payment is applied to a single invoice within Xero. We cannot pull payment information into the system if it was applied to multiple invoices.

    Important

    If a synced payment is deleted within Xero, it will not automatically void the payment in Ad Orbit. The void within Ad Orbit will need to be performed manually.

New 8/9/2024