Set up Instructions for the PureMac Xero Connector

 

Before you use your Xero Daylite Connector you need to set up some simple preferences to ensure the 2 systems are matched. This is a simple process and should take you about 2 - 5 minutes. Please watch the video at the top of this page to see exactly what you need to do,

or contact our support team.

Xero Connector Preferences...

 

After downloading and installing the connector go to the Plugins Menu and select XeroConnector from the menu. Open Preferences as you will need to set these up before you can use the Xero Connector. Plugin Licencing is also managed in this menu. After the 14 day trial you will be required to purchase either a subscription licence or buy the version outright.

The preferences are needed to map daylite and Xero settings for the two systems to communicate. Xero needs to know which account types to put the values into for tax and sales. In this example we are using the default values for Xero in Australia.

Labels & Roles

 

The connector also needs the Daylite address and phone labels set to the Xero phone and address fields. This ensures that the correct details will appear in Xero when a new company and or person is sent over. Note that the primary object is Daylite Company and people not linked to companies cannot be set to Xero in this version.

 

Xero also requires a ‘Daylite Contact Role’ to be selected. In the example above we have added a role called Xero Contact. The connector will look for linked people to a company with this role and send them to Xero along with the Company.

Tax Codes in Daylite

 

Each Daylite client (each Daylite user) that needs to create estimates and or send to Xero needs to have their TAX settings correctly configured. Note these are user settings NOT system settings, so just because it is right for one User does not mean it is correct for another.

Contacts in Daylite & Xero

 

If there is a Person linked to the company that has the role set XERO Contact, in our example we have added a role name of XERO Contact - the connector will look to see if this contact exists and if they do it will send over their phone numbers along with the Company phone numbers. 

 

XERO can have 4 numbers as set by their labels in Daylite: Default, DDI, Fax and mobile. The Default and Fax will come from the company and the DDI (Direct) and the Mobile will come from the linked contacts.

In the following screen Acme Widgets has been entered in Daylite and sent to Xero.

Now a person has been set as the XERO Contact and their details are sent over to XERO to augment the record. The connector will look at the person record then look at the company record. So if the person’s record in Daylite has a fax number on it then it will take precedence over the Company Fax number. In the example below you will see that all 4 numbers have been sent over to XERO.

 

Adding Email Addresses to Xero

 

As a start you should have People as well as companies linked to your Opportunities… this is just good Daylite practice. When you send over a Company to Xero the connector will take the company details plus the person lined to the Company that has your set role for example Xero Contact. If there is no person (with the role) or the person does not have an email then the connector will look at the company to see if it has an email set on it. This aides in workflows where the company has emails such as accounts@acme.com.au. Note that you MUST set the email field on for companies do NOT add emails to the URL field as these are for web 

Working with Products

The connector can bring in existing products from Xero and add them to Daylite’s products database. The next few screens illustrate how to do this.

Add the item in Xero and use the Update products from Xero menu item in Daylite.

 

Any products or services in Daylite will be sent to Xero as line Items when the estimate is sent over to Xero.

Sending Estimate to Xero

 

Important the following must be followed or you will NOT be able to send estimates over to Xero.

1. You Must make an estimate in Daylite from your line items. You are sending the estimate over NOT the opportunity

2. You need to add the menu to Opportunities

3. The last estimate is the one sent over to Xero

Adding the Menu

 

Go to Daylite Preferences the select Contextual Menu from the Personal area. Select the Opportunity Tab and add the Send estimate to Xero menu to the right hand side.

Sending the estimate over to Xero

 

Create the estimate in Daylite using the red or blue template, you are not going to send this to customer. But it is important to set the send to information in the template as this will come over to Xero. Failure to do this step may result in a null value in Xero for the Invoice. Once made it will appear in the Past Estiamtes section on the Opportunity Estimates Tab in Daylite (see the example below).

 

Right Click on the Opportunity and from the menu select the Send estimate to Xero option. This will send the estimate over and give a result box with the Xero Invoice number displayed.