Xero Data & Business process flow

The integration of Project Works and Xero is relatively simple, focusing on exporting Invoices (and associated data) from Project Works through to Xero. Invoice payment data is pushed from Xero to Project Works to allow the Debtors report in Project Works to be reconciled with Xero.

This article covers:


Data flow diagram

Reference data used

As part of the integration some data from Xero needs to be aligned to corresponding values in Project Works. The following data from Xero will be presented to Project Works for mapping to be established.

Xero Data Project Works: Edit Xero Office Mappings
Tax Rate
  • The Tax Rates that exist for the Xero organisation will be listed in the "Xero Tax Name" field alongside each Tax Rate which has been set up in Project Works.
  • The values can be selected to provide the mapping between the Project Works value and the Xero value.
Account
  • The Accounts that exist for the Xero organisation will be listed in the "Xero Account Name" field alongside each GL Code which has been set up in Project Works.
  • The values can be selected to provide the mapping between the Project Works value and the Xero value.
Currency
  • Currencies that are set up in Project Works are listed, and if they also exist in Xero, they will show as "yes" for Exists in Xero

Transaction data

The process of exporting invoices from Project Works to Xero, and reconciling invoice payments from Xero to Project Works requires a 2-way flow of data. Essentially, the export of invoices from Project Works will result in invoices being created within customers in Xero. Should an exported invoice be for a customer that does not exist (or can't be matched) in Xero, a new customer and contact will be created in Xero. The only data that flows from Xero to Project Works is the payment details for exported invoices (payment date and amount).and a Xero reference.


Business process flow

The high level process flow that transfers data between Project Works and Xero is shown below. Invoices which are published in Project Works can be exported either individually, in groups or all for an office.

When importing the invoices into Xero, The Project Works client name will be matched to the Xero Customer name. If they match, the invoices will be loaded against that customer. If there isn't a match, a new Xero customer will be created as part of the process. If a customer is duplicated in Xero (eg if the names are slightly different to Project Works) you can merge the customers within Xero.

The invoices are imported as Drafts and then managed by the normal processes within Xero. the Debtors screen in Project Works lists all invoices which have not been marked as paid, either manually within Project Works, or through the reconciliation with Xero. The "reconcile from Xero" process within Project Works checks the Invoice Number in Xero looking for payment details. If payment details (amount and date) are located, the invoice payment details will be updated in Project. When an invoice has no money outstanding it will no longer be shown on the Debtors screen in Project Works.