Xero - How to Connect

In ResBook:

Step 1: Enable Connection

Log into Resbook >  > System Settings > Click on [Xero].

Click on ‘Connect to Xero’. You will be prompted to enter your e-mail and password to log on to Xero:

 

 

In Xero:

Step 2: Authorise the connection to ResBook

Click on the drop-down box and select the appropriate Xero account to connect to ResBook

Once you have logged into your Xero account, go to Settings > Select [Chart of Accounts].

Step 3: Generating GL code

Establish an account for your product (in this case, your property name), which will generate a GL code to be implemented into ResBook later on.

Here is also where you will also find the GL code for your bank account; unless it is not added into Xero, you will need to do so by ‘add bank account’. Save the settings.

Step 4: Operating ResBook

When using ResBook to generate invoices, this can be done in 2 forms:

Type Scenario ResBook user Updated to Xero
1) Guests check-in Full payment taken when guest(s) checks in Invoice is generated; payment is collected at the counter and entered into ResBook. Invoice is balanced. All balanced invoices sent to Xero would be displayed under Accounts > Accounts Receivables.
2) New Bookings New Bookings enter ResBook Invoices are generated soon after bookings enter/is entered into ResBook. All incomplete invoices sent to Xero would be displayed under Draft.

Kindly establish which method you will use for invoicing before proceeding with the final set up of ResBook and Xero.

Step 5: Configuring Xero for your ResBook

a) Simplest Tracking: To keep things simple and have all bookings mapped to one GL code, you will need to assign the GL code created within Xero and to the 'Default GL Code' as per screenshot:

b) Comprehensive Tracking: If you wish to record each stock unit, please create a GL code in Xero for all rooms/properties you are selling.

In Resbook, go to  > Stock Configurations > Stock Units > Select your stock unit > under 'Name/Description' tab, assign the GL code from the dropdown list.

Note: Any stock units not marked with a GL code, will be recorded automatically against Default GL code (as indicated above).

Step 6: Selecting how ResBook updates invoices to Xero

Setting Update Type Explanation
Arrival Date Automated All invoices for bookings generated soon after you check guests in will be updated to Xero overnight.  (Step 4.1)
Pushed Date to Xero Manual updates ResBook user manually updates Xero.
Invoice Generated Date Automated Applies to all bookings to which the ResBook user has generated invoices for. These invoices are sent to Xero overnight. (Step 4.2)

To automatically send invoices to Xero, switch to 'Yes'. Save the settings.

If you use 'Pushed date to Xero' and the automatic update is set to 'No', manually send the invoices to Xero by using the 'Manually send Invoices to Xero' function:

Set up is complete! Watch ResBook effortlessly update the booking information into Xero.

Related articles:

Auto-updates to ResBook

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