Guide to Xero syncing

With a Xero integration, every invoice and expense you create in Halaxy is automatically replicated in Xero, saving you time and effort. This also streamlines information for your accountants and other advisers to provide you with accounting and bookkeeping services.

Note

Two-factor authentication is automatically mandatory for all users in a practice group where someone has connected their Halaxy to Xero, as a security requirement by the Australian Taxation Office.

Tip

Having trouble with your Xero syncing? You may be able to resolve your issues with our troubleshooting guide.

Overview

After your Halaxy and Xero accounts are synced, the connection is continuous and permanent, so invoices, expenses and payments you create in Halaxy automatically appear in your Xero account.

A pop-up titled Syncing History, with links to the accounting package

Select the tabs to learn more about how Halaxy records are synced.

  • Invoices

    • All types of invoices created in Halaxy are synced to your Xero account, including invoices to patients, organisations, third parties and funding bodies.

    • When an invoice is synced, the patient, organisation, third party or funding body added is automatically added to your list of contacts in Xero if they haven't already been added.

    • When an invoice payment status changes to Paid in Halaxy, the invoice is automatically marked as paid in Xero, with the payment displayed in the correct chart of accounts.

    • Invoices in Xero become locked after they are marked as paid and cannot be synced further unless you delete the payment in Xero first.

    • If a refund is processed on a Halaxy invoice, the payment that was previously added is deleted from the invoice in Xero. To record the invoice refund, you must manually add the refund to the invoice in Xero.

  • Deposits

    • Deposits made in Halaxy are counted as prepayments in Xero.

    • If a patient's deposit is assigned in Halaxy to a particular invoice, the prepayment is drawn down in Xero.

    Second paragraph for the second item

  • Expenses

    • If you enabled expenses syncing, all expenses created in Halaxy are automatically synced to your Xero account.

    • If you are not logged into Xero, you can view a particular Halaxy expense in your Xero account by clicking Xero at the top-right of the expense. In the Xero sync history, clicking the link to the expense in Xero.

  • Important notes

    There are a number of things to note regarding your synced Halaxy and Xero accounts:

    • One-way syncing: The syncing between your Halaxy and Xero accounts is one-way. Records created in Halaxy automatically appear in your Xero account. However, records created in your Xero account do not automatically appear in your Halaxy. If you mark an invoice as paid in Xero, the invoice payment status contradicts the invoice payment status in Halaxy. To resolve this, you must update the invoice status in Halaxy or manually sync the transaction.

    • Payment Methods: Payment methods are tracked in Halaxy but not in Xero, so payment methods recorded in Halaxy are not synced to Xero. As an alternative, you can choose to sync payments to different charts of accounts based on payment method.

    • Auto payments: Halaxy invoices paid through Auto Payments are fully synced to your Xero account when the payments have been deposited to you. This usually takes 2 business days after the payment is processed, which you can see on your Auto Payments reports. You can choose to have Halaxy sync Auto Payment transaction fees as an expense or as a negative invoice line to your choice of revenue, expense or liability account (for example, if you process a $100 auto payment and the transaction fee is $3, Halaxy syncs the $100 invoice line and the $97 payment to you, and it also syncs a -$3 invoice line so that your invoice balances).

    • Medicare rebates (Australia only): invoices with bulk bill and DVA rebates paid to you are fully synced with your Xero account when the rebates have been paid to you, which you can confirm on your Medicare reports.

    • Deleting invoices: Although you can delete invoices in most circumstances in Halaxy, you cannot delete invoices in Xero, so if you delete an invoice in Halaxy the invoice is not automatically deleted in Xero. Therefore, you need to manually void the invoice in Xero.

    • Syncing payments to invoices: When a payment is applied to an invoice in Halaxy, it will be synced to the matching Xero invoice. However, once an invoice has been marked as paid in Xero, Xero changes the invoice status and locks the invoice, so if further edits/syncs are required, they cannot be made. In addition, manually editing the invoice or payment in Xero may cause the link between the Halaxy invoice and the Xero invoice to break. If you need to further update the invoice, you will need to look for the payment in Xero, delete it and resync the invoice.

    • Unpaid invoices: Unpaid invoices appear in your Xero account with a Draft status. To avoid this, ensure you select that you want to sync only invoices with a payment at the top of the Xero & Halaxy Connection page.

    • Discounts: Discounts in Halaxy are synced as negative lines on an invoice in Xero.

Connect your Xero account to Halaxy

  1. Click Settings > Payments.

  2. Under the Accounting section, click Add New.

    Xero-02.png
  3. In the pop-up, select whether you want to sync Halaxy at a group, clinic (location) or individual practitioner level:

    A pop-up titled Accounting Software, with options for level and accounting package
    • Group: All invoices, expenses and payments for the practice group syncs to the one Xero account.

    • Clinic: All Invoices, expenses and payments for a specific practice location syncs to a specific Xero account, with location-specific preferences.

    • Individual: All invoices, expenses and payments for an individual practitioner syncs to a Xero account. You can further specify whether this applies to all or specific locations where they practice.

  4. Click Connect to Xero. In the log-in page, sign into your Xero account.

  5. If you have multiple organisations in Xero, select the organisation in Xero you want to sync and authorise access to Halaxy. Click Continue.

    Halaxy asking for access to Xero with a drop-down menu to select organisations
  6. After the connection is approved, you are taken back to Halaxy. Select the Xero organisation you want your Halaxy data to sync into. Once you select an organisation, your Xero account is now synced.

    A drop-down menu to select which organisation in Xero to sync with Halaxy

When your sync is complete, you can customise your preferences for your sync.

Note

If you want to change which Halaxy account or which Xero account is used for syncing, unsync the accounts you do not want to be synced, and then sync the accounts you do want to be synced.

Customise your sync preferences

After you successfully connect your accounting software to Halaxy, you can customise your preferences for how your Halaxy data (invoices, expenses, payments) flows into your software. To edit your sync preferences, click Settings > Payments, under Accounting, next to your sync, click the Icon-Edit.svg edit icon.

A video showing the user clicking on the Edit icon to the right of their accounting sync connection to bring up a popup. The user clicks Add New in revenue syncing and selects to sync "Equipment" fees to a different charts of accounts. The user clicks the toggle to turn off expense payments syncing and then turns it back on again.

Image: Configuring syncing options for an accounting package (expand image)

See the table below for a guide on accounting sync preferences.

Setting

Description

Sync from date

Select the starting date for transactions. Only transactions on Halaxy from that date onwards will be synced from Halaxy.

Sync pre-existing transactions

Tick to sync transactions that already exist in your Halaxy account will be synced.

If unticked, only transactions created after you set up syncing will be synced.

Hide patient names

Tick to anonymise patient names in your accounting package. Patients will have numeric identifiers in the format HX-123.

Only sync invoices with a payment

Tick to only sync invoices where the invoice has been marked as paid or partially paid.

If unticked, all invoices, including unpaid invoices, will be synced.

Sync Halaxy Auto Payment charges as an expense

Tick to sync electronic payment processing fees as an expense.

If unticked, payment processing fees are synced as negative invoice lines to your choice of revenue, expense or liability account.

Two-way syncing

Enable invoice payments in Xero to automatically update invoices in Halaxy.

When you add or assign payments to invoices in Xero, the payment is automatically synced to the Halaxy invoice.

Note: You cannot edit a Xero payment on Halaxy. If you need to edit a Xero invoice payment, you can only change it in Xero and it will update in Halaxy.

Sync invoice number

Use the same invoice number for both Halaxy and Xero invoices.

The Halaxy invoice number is used for both invoices.

Sync unpaid invoices as

Select the status to sync unpaid invoices in Xero - Draft, Awaiting Approval or Awaiting Payment.

Only available if Only sync invoices with a payment is unticked.

Revenue chart of accounts

Select which chart of accounts to sync revenue to.

Click Add New to sync revenue from a specific Halaxy fee category to a specific Revenue / Liability chart of accounts in your accounting package. Other revenue will be synced to the chart of accounts you specify for Default Revenue.

Expense chart of accounts

Select which charts of accounts to sync expenses to.

Click Add New to sync expenses from specific Halaxy expense category to a specific Expense type chart of accounts in your accounting package. Other expenses will be synced to the chart of accounts you specify for Default Expense.

Invoice payments chart of accounts

If enabled, select which charts of accounts you want to sync invoice payments to.

Click Add New to sync invoice payments using a specific Halaxy payment method to a specific Bank type chart of accounts in your accounting package. Other invoice payments will be synced to the chart of accounts you specify for Default Payment.

To enable, click the toggle switch Sync invoice payments.

Expense payments chart of accounts

If enabled, select which charts of accounts you want to sync expense payments to.

Click Add New to sync expense payments using a specific Halaxy payment method to a specific Bank type chart of accounts in your accounting package. Other expense payments will be synced to the chart of accounts you specify for Default Payment.

To enable, click the toggle switch Sync expense payments.

View sync history and links to your accounting software

  1. Open the invoice or expense record.

  2. On the top right, click the Xero / Reckon / QuickBooks button.

  3. The Syncing History pop-up appears for this transaction.

    Xero-01.png

In this pop-up, you can view details, status and any error message relevant to this record being synced to your accounting software.

Additionally, click the blue link of any invoice, transaction or recipient to directly open their record in your accounting software.

Unsync an individual invoice or expense

If you need to disconnect an invoice or expense from syncing from Halaxy to your accounting software (Xero, QuickBooks or Reckon One), you can unsync it.

  1. In Halaxy, navigate to the invoice or expense and click Xero, QuickBooks or Reckon in the top-right.

    The user clicks the Xero button on an expense to view a sync history
  2. Click the Unlink icon next to the line you wish to unsync.

The invoice or expense is no longer linked between Halaxy and your accounting software. Any updates made to this specific record in Halaxy will not be synced to your accounting software.

You can re-sync or sync it to a different invoice or expense in your accounting package by manually syncing.

Unsync Halaxy from your accounting software

  1. Click Settings > Payments.

  2. Under the Accounting section, next to your sync, click the Icon-X.svg X icon.

    Xero-02.png
  3. In the pop-up, click Revoke to terminate the sync.

You can reconnect your Halaxy and accounting software anytime.

Note

Unsyncing your Halaxy accounts does not unsync any of the data that has already been synced.

Updated

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