XERO

Xero

The cloud-based accounting software of Xero connects people with the right numbers anytime, anywhere, on any device. Xero wants millions of small businesses to thrive through better tools, information and connections. Xero works closely with their customers, partners, and other friends to push innovation forward, turning Xero into the online business platform for the world. More information about Xero can be found on the website Xero.

Module Connection with Xero
With a connection between your Transport Management System (TMS) EasyTrans and Xero, you can easily and quickly export data of your invoices and purchase invoices^*to Xero. The data can be transferred through an export file which can be imported into Xero.

The most important functionalities of the module Connection with Xero:

Export invoice data to Xero
Export customer data to Xero

Explanation functionalities module Connection with Xero

Below you can find a detailed explanation of the use of the module Connection with Xero. Would you like to use the feature but do not have access to the module Connection with Xero yet? Please contact us, the rates for the use of the module Connection with Xero can be found at prices.

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Manual Connection with Xero

With a connection between EasyTrans and Xero, you are able to export your invoice data to Xero.

Preparation for connection

For transferring data between EasyTrans and Xero, customer names are an important aspect. For both programs, customer names are a reference point that can be used to determine which data belongs to which customer. Therefore, for data transfer and storage, it is very important that the customer names are the same in both programs.

It is essential that the customer names in EasyTrans correspond with the customer names in Xero.
If you have an existing customer database in both programs, the customer names need to be adjusted manually in one of the systems. This is a one-time event. After synchronization of the customer names, new or changed customer data will be automatically transferred using the connection.

Change customer names in EasyTrans

Make sure that the customer name in EasyTrans is exactly the same as the customer name in Xero. This links the invoice to the correct customer. If the name differs, a new customer will be created in Xero.

If you change the customer names in EasyTrans, this has no consequences for existing orders. When you change a customer name in EasyTrans, the existing orders are automatically assigned to the new customer name.
Note: With invoiced orders that are billed on an ‘old’ customer name, the customer name will not be changed on the invoice itself (pdf). The content of an invoice cannot be changed afterwards. The export of the invoice data will be carried out with the (new) changed customer name, so transferring the invoice data will not be a problem.

From the main menu, go to ‘Customers’ > ‘Customer overview’.
Open the customer so that you can edit the customer data.
Change customer name:
1. At ‘Branch address’ > ‘Company name’ change the name of the customer.
2. Click ‘Save & Close’ to save your setting.

The new customer name is saved. Repeat these steps with all customers where the customer name needs to be changed.

Connection ready for use

When the customer names in EasyTrans match the customer names in Xero, the connection is ready for use.
Tip: Make a backup of the data in your accounting package before you start! If your first export does not go according to plan, you can easily restore the data. In addition, initially try to export a small number of invoices so that you are able to check that everything is working properly.

Accountancy EasyTrans

EasyTrans offers some basic features for your bookkeeping. For example, you are able to keep track of your payments manually. If you want to monitor payments in your accounting software, you can optionally disable this functionality in EasyTrans. This way, invoices in EasyTrans will not remain ‘outstanding’ wrongfully in your invoice overview and on your homepage.

From the main menu, go to ‘Settings’ > ‘General’ > Tab ‘Invoices’.
Uncheck ‘Track payments’.
Click ‘Save & Close’ to save your setting.

Transfer customer and invoice data from EasyTrans

With a few clicks you export your invoice data to a file which can be imported in Xero.

Export customer and invoice data

From the main menu, go to ‘General’ > ‘Export’.
At ‘Choose the data to export’ select the option ‘Invoices to Xero’.
Note: The export type is now automatically adjusted to the correct file type. This file type must be used when importing the data. So no changes need to be made here.
(Optional) Apply filters:
1. Period filter
  Set the period for which you want to export the invoice data.
2. Customer filter
  By default, the invoice data of all customers will be exported. With the customer filter you can also export the invoice data of one specific customer.
3. (If applicable) Branch filter
  Do you use the module Extra branches? If so, you can also filter per branch. By default, the invoice data of all branches will be exported. With the branch filter you can also export the data of one particular branch.
4. Only data that have not been previously exported
  By default, invoice data is exported only once.
  Would you like to include all data in your export file? Then deactivate this checkbox.
Click ‘Execute’.

EasyTrans now generates an export file with the invoice data. The file type and format of this export file corresponds to the requirements of Xero. You can now use this export file to import the data into Xero.

Transfer customers and invoices into Xero

With a few clicks you export your invoice data to a file which can be imported in Xero.

Import Customer and invoice data

From the main menu, go to ‘Accounts’ > ‘Sales’
Click on the ‘Import’ button
Click on ‘Browse’ and select the CSV file
1. Leave the options as is (Ignore address details and Tax Exclusive)
Click on ‘Import’
Check for any errors and then click on ‘Complete Import.’

Note: Invoices are imported as Draft and need to be Approved.
Note: The default ledger for Sales invoices is 200. If you need a different number, let us know.

Preparation for connection Purchase module

When you use the Purchase module you will also be able to transfer data from carriers and purchase invoices to Xero. For transferring this data between EasyTrans and Xero, carrier names are an important aspect. For both programs, carrier names are a reference point that can be used to determine which data belongs to which carrier. Therefore, for data transfer and storage, it is very important that the carrier names are the same in both programs.

It is essential that the carrier names in EasyTrans correspond with the carrier names in Xero.
If you have an existing carrier database in both programs, the carrier names need to be adjusted manually in one of the systems. This is a one-time event. After synchronization of the carrier names, new or changed carrier data will be automatically transferred using the connection.

Change carrier names in EasyTrans

If you like, you can change the carrier names in EasyTrans. This has no consequences for existing orders. When you change a carrier name in EasyTrans, the existing orders are automatically assigned to the new carrier name.
Note: For orders that are invoiced on an ‘old’ carrier name, the carrier name will not be changed on the purchase invoice itself (pdf). The content of an purchase invoice cannot be changed afterwards. The export of the purchase invoice data will be carried out with the (new) changed carrier name, so transferring the purchase invoice data will not be a problem.

From the main menu, go to ‘Carriers’ > ‘Carrier overview’.
Open the carrier so that you can edit the data.
Change carrier name:
1. At ‘Branch address’ > ‘(Company)name carrier’ change the name of the carrier
2. Click ‘Save & Close’ to save your setting.

The new carrier name is saved. Repeat these steps with all carriers where the name needs to be changed.

Connection ready for use

When the carrier names in EasyTrans match the customer names in Xero, the connection is ready for use.
Tip: Make a backup of the data in your accounting package before you start! If your first export does not go according to plan, you can easily restore the data. In addition, initially try to export a small number of invoices so that you are able to check that everything is working properly.

Transfer carrier and purchase invoice data from EasyTrans

With a few clicks you export your carrier and purchase invoice data to a file which can be imported in Xero.

Export carrier and purchase invoice data

From the main menu, go to ‘General’ > ‘Export’.
At ‘Choose the data to export’ select the option ‘Purchase invoices to Xero’.
Note: The export type is now automatically adjusted to the correct file type. This file type must be used when importing the data. So no changes need to be made here.
(Optional) Apply filters:
1. Period filter
  Set the period for which you want to export the purchase invoice data.
2. Carrier filter
  By default, the purchase invoice data of all carriers will be exported. With the carrier filter you can also export the invoice data of one specific carrier.
3. (If applicable) Branch filter
  Do you use the module Extra branches? If so, you can also filter per branch. By default, the invoice data of all branches will be exported. With the branch filter you can also export the data of one particular branch.
4. Only data that have not been previously exported
  By default, purchase invoice data is exported only once.
  Would you like to include all data in your export file? Then deactivate this checkbox.
Click ‘Execute’.

EasyTrans now generates an export file with the purchase invoice data. The file type and format of this export file corresponds to the requirements of Xero. You can now use this export file to import the data into Xero.

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Contents

Manual Connection with Xero

Preparation for connection

Change customer names in EasyTrans

Connection ready for use

Accountancy EasyTrans

Transfer customer and invoice data from EasyTrans

Export customer and invoice data

Transfer customers and invoices into Xero

Import Customer and invoice data

Preparation for connection Purchase module

Change carrier names in EasyTrans

Connection ready for use

Transfer carrier and purchase invoice data from EasyTrans

Export carrier and purchase invoice data

Links

Contact