Xero API Accounting Integration

One of the API Accounting integrations offered in Elite is for Xero. The user has the choice of three export methods. Real-time and Transaction require the system to be closed accrual. To facilitate the connection between Point of Rental and Xero, the Accounting Sync Service must be running on the server and pointed to the correct database.  

Credentials will also need to be entered into Point of Rental. Configurations>Accounting Configurations>Account Numbers. Set the Export Format to API-Xero.  Then select the ‘Settings’ button. Choose which of the three export methods outlined below suits your business model. Next, select ‘Authenticate with Xero’. This will take you to the website and allow you to log in and retrieve the Organization and API Token.
 

Batch mode

1. Traditional daily GL postings

Real-Time GL mode

1. Real-time income, payment, and bank deposit postings
   1. + Batch End of Day entries
   2. Entries made in real-time mode are omitted from the End of Day batch entries
   3. Income is posted when transactions close
   4. Payments are posted to the cash drawer, and suspense or income accordingly
   5. Bank deposits are posted to the bank and the cash drawer

Transaction mode

1. Invoice detail so AR can be done from Xero
   1. + Batch End of Day entries
   2. Entries made in transaction mode are omitted from the End of Day batch entries
   3. Creates/updates customer records in Xero when necessary
   4. Invoices are created in Xero
      1. Transactions with monies owed (account or cash) create a full invoice that can be sent to the customer from within Xero
         1. If the invoice is partially paid, the full value of the invoice is passed over to Xero
         2. Line items for 0.00 do not pass to Xero
      2. Fully paid Account contracts create a fully paid invoice against the customer for visibility within Xero
      3. Fully paid Cash contracts can be created against a single default customer record or the actual customer
      4. Available in versions 2025.04 and above: Contracts with payments made before invoicing will have the payments brought into Xero as overpayments when invoiced.  They can then be applied to the invoice in Xero.
   5. No inventory linking within the invoice record in Xero
   6. Income is posted by way of the invoice
      1. Closed transactions cannot be modified within Point of Rental
         1. Closed transactions that are modified will create credit adjustments in a new transaction that gets passed to Xero for A/R purposes
      2. Closed transactions cannot be paid directly in Point of Rental (must be paid through Xero)
2. Payments
   1. Payments can be accepted in Point of Rental up until the contract is closed.
   2. After closing, all payments must be processed through Xero.
   3. Payments made in Xero posted against a Point of Rental contract will be synced back to Point of Rental and show as paid.
   4. Customer Credit Limits and Aging are managed within Point of Rental

3. Accounts Payable
   1. Closed purchase orders will create a payable within Xero
      1. Creates/updates vendor record in Xero when necessary
      2. No inventory linking
      3. Purchase order line items will require GL Accounts to be assigned. These can be set up from the Purchase Order Dashboard from Options>GL Accounts.
      4. Modifications to a payable in Xero do not sync back to Point of Rental
         1. Void the payable in Xero and unpost the PO in Point of Rental, make adjustment and let the PO repost to Xero.
         2. Modifications to a payable in Xero do not sync back to Point of Rental.
      5. When a PO is verified the PO will automatically go to the Export - Pending Queue. When the POR Accounting Sync Service is running it will send that information over to the accounting software.