Import and Export Data
When integrating Entryless with Xero, Entryless imports the following information from Xero:
- Historical bill data
- Chart of Accounts
- List of Suppliers
- Tax Rates
- Tracking Categories
In turn, Entryless captures and exports the following data into Xero:
- Bill Number
- PO Number
- Supplier Name
- Due Date
- Expense Account
When bills are exported into Xero from Entryless, the original bill attachments (files such as PDF, JPG, or PNG) are also synced to Xero. They are attached to the bills, and you can view them from within Entryless or Xero.
While most data import and export is only one-way between Entryless and Xero, supplier information is a two-way synchronization. New suppliers can be added in Xero and synced to Entryless, and new suppliers added through Entryless will sync to Xero.
If you imported all your suppliers from Xero to Entryless during the setup process, when a new supplier is created in Entryless, it will automatically be synced to Xero as a type of supplier in the contacts section of Xero.
Suppliers created in Entryless will be synced with Xero when you perform your normal bill synchronization process. Similarly, suppliers created within Xero will be synced to Entryless when you perform your normal bill synchronization process.
When you set up tax rates within Xero for taxes like state or local sales taxes, VAT, or GST, Entryless replicates the tax categories you defined. Tax settings are imported when you import your Chart of Accounts from Xero during initial setup and are attached to Entryless in a specific general ledger (GL) expense account.
When selecting a GL expense account, Entryless applies tax rate settings automatically. Tax rates are handled at the line item level if there are multiple expense accounts created for differing tax rates.
If you are managing multiple companies through Entryless and Xero, each company is synchronized separately. Companies have unique supplier lists, tax settings, chart of accounts, and so on. This allows you to easily manage all your bills for all your companies in a single place. For more information about how Entryless helps you manage multiple companies, see Managing Multiple Companies.
Figure 1 - Multiple taxes can be handled in a single bill.
If there is a difference between the tax rate settings imported to Entryless from Xero and the tax amounts displayed on the line item of a particular bill, Entryless will alert you to the mismatch. If this happens, you can either:
- Apply the tax rates defined in Xero, which will change the bill amount in Entryless to match your defined tax settings, or
- Accept the tax amount(s) on the specific bill, which will override the default tax settings that would normally be applied to the bill.