Xero Syncing

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Halaxy integrates directly with Xero so invoices and expenses you create in Halaxy are automatically replicated in Xero, saving you time and effort, and also making it easier for your accountants and other advisers to provide you with accounting and bookkeeping services.

Note

In accordance with Australian Tax Office security requirements, two-factor authentication is mandatory for all users in a practice group where someone has connected their Halaxy to Xero.

Syncing and connecting your Halaxy with your Xero account

You can connect your Halaxy with your Xero account by following these steps:

  1. Click Settings > Payments.

  2. In the Accounting section, click Add New.

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  3. Select whether you want to sync Halaxy at a group, clinic or individual level:

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    • Group: all invoices, expenses and payments for the practice group can sync into the one Xero account;

    • Clinic: invoices, expenses and payments for a specific practice location will sync to a specific Xero account, with clinic-specific preferences;

    • Individual: An individual practitioner's invoices, expenses and payments will sync into a Xero account. You can choose to further specify whether this is for All locations or Selected clinics only.

  4. Click Connect to Xero. You are taken to a Xero log-in page. Log in to your Xero account.

  5. If you have multiple organisations set up in Xero, you will be asked which organisations you want to allow Halaxy to access. Select the organisation in Xero you want to sync with Halaxy, and click the Continue button.

    Halaxy asking for access to Xero with a drop-down menu to select organisations
  6. After the connection is approved (usually within 5 to 10 seconds), the page refreshes and you are taken back to Halaxy. If you authorised multiple organisations, you will be asked to choose which organisation you want to sync your Halaxy data into. Once you select an organisation, your Xero account is now synced.

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  7. Customise your revenue and expense preferences: After the connection is enabled, you can tailor where invoices, expenses and payments are synced in your accounting package. You also have the option of further specifying your preferences by fee category (for revenue), expense category (for expenses) and payment method (for invoice and expense payments).

    Click the Edit (pencil) icon to the right of the connection in the Accounting section of the Settings > Payments page to edit your preferences:

    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)

    • Date: Choose the starting date for transactions. Only transactions from that date onwards 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. Leave unticked to sync all invoices, including unpaid invoices.

    • Sync Halaxy Auto Payment charges as an expense: If ticked, electronic payment processing fees are synced as an expense. If unticked, payment processing fees are synced as negative invoice lines to your choice of revenue, expense or liability account (a drop-down menu will appear allowing you to choose).

    • 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 or 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 charts 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: Choose whether to sync invoice payments using the toggle. 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 Cash or Cash equivalent chart of accounts in your account package. Other invoice payments will be synced to the chart of accounts you specify for Default Payment.

    • Expense Payments chart of accounts: Choose whether to sync expense payments using the toggle. 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 Cash or Cash equivalent chart of accounts in your accounting package. Other expense payments will be synced to the chart of accounts you specify for Default Payment.

How syncing works

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. In other words, you do not need to re-sync your accounts whenever you create an invoice because invoices created in Halaxy automatically appear in your Xero account.

You can access a sync history by clicking Xero at the top of any invoice or expense. From the sync history, you can click the blue links to go to the linked records in Xero.

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Invoices

All types of invoices created in Halaxy are synced to your Xero account, including invoices to patients, organisations, third parties and funding bodies (all of which are automatically added to your list of contacts in Xero if they are not already listed as contacts).

When the invoice is paid in Halaxy (either because you have marked the invoice as paid or because the payment was processed electronically), the invoice is automatically marked as paid in Xero and the payment shown in the correct chart of accounts. Please note that invoices in Xero become locked once they are marked as paid and cannot be further synced unless you delete the payment in Xero first.

If a refund has been processed on an invoice, the payment that has been previously added will be deleted from the invoice in Xero. In order to record the invoice refund, you will need to manually add the refund to the invoice in Xero.

Deposits

Deposits made in Halaxy are counted as prepayments; if a patient's deposit is assigned in Halaxy to a particular invoice, the prepayment is drawn down in Xero.

Expenses

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

You can see your synced expenses when you are logged into 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.

Things to note

Below 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. Invoices, expenses and payments created in Halaxy automatically appear in your Xero account, but invoices, expenses and payments created in your Xero account do not automatically appear in your Halaxy. Therefore if you mark an invoice as paid in Xero, the invoice payment status will contradict the invoice payment status in Halaxy. To resolve this, you will need to update the invoice status in Halaxy or manually sync the transaction.

  • Payment methods: whereas payment methods are tracked in Halaxy, they are not tracked in Xero, so payment methods recorded in Halaxy are not synced to Xero. However you can choose to sync payments to different charts of accounts based on payment method.

  • Auto payments: Halaxy invoices that have been paid through auto payments are fully synced with your Xero account when the funds have been disbursed to you, usually two 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).

  • Rebates processed (in Australia): 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 status of "Draft". To avoid this happening, 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

Unsyncing your Halaxy from your Xero account

You can unsync your Halaxy and your Xero account at any time by clicking the Cancel icon at the right of the Xero line in the Accounting section of the Payments page. Confirm that you want to revoke the connection by clicking Revoke. This will sever the link between your Halaxy and your Xero account. You can reconnect your Halaxy and Xero accounts at any time.

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

Changing which accounts are synced

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.

Syncing report

You can produce a report to see all invoices, expenses and deposits with their syncing status in Xero, Reckon or QuickBooks, as well as sync any transactions listed in the report. The syncing report is the easiest way to identify problems in syncing to your accounting package.

Invoices are shown on the left-hand side of the report. Payments are shown on the right-hand side.

Xero_SyncingReport.png

To create this report, click Reports > Finance and click New Report, then select "Xero Syncing", "Reckon Syncing" or "QuickBooks Syncing" in the Report Type field.

To sync any transactions, tick the checkbox next to the transaction(s) you want to sync and click Resync Selected Line Items, or click Resync All Line Items to sync all line items (regardless of have you have ticked).

To review the sync history for a particular transaction, click the date or the sync icon in the Sync column.

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