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.

  5. Log in to your Xero account, select the organisation and click Authorise to authorise the connection between your Xero and Halaxy accounts. After the connection is approved (usually within 5 to 10 seconds), the page refreshes and you are taken back to your Halaxy Payments page.

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

    Click the Edit (pencil) icon to the right of the Xero line in the Accounting section of the Payments page to edit your preferences.

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    • Date: Choose the date from which you want your Halaxy and Xero accounts synced. Only transactions from that date onwards will be synced.

    • Only sync invoices with a payment: Tick to only sync invoices once they are paid or partially paid. Leave unticked to also sync unpaid invoices.

    • Hide patient names: Tick to anonymise patient names by replacing them with the default Halaxy patient number.

    • Sync Halaxy Auto Payment charges as an expense: If ticked, invoice payments are synced as the full amount, with payment processing fees synced as an expense. If unticked, invoice payments are synced minus the transaction fee and a negative invoice line equal to the transaction fee is synced to the invoice so that your invoice balances.

    • Revenue chart of accounts: Select which chart of accounts to sync revenue to. The options available are based on the Income/Revenue charts of accounts you have set up in Xero. You can choose to sync income from different fee categories to different charts of accounts in Xero.

    • Expense chart of accounts: Select which charts of accounts you want to sync expenses to. You can choose to sync expenses from different expense categories to different charts of accounts in Xero. You can choose from all Expense charts of accounts you have set up in Xero.

    • Invoice Payments chart of accounts: Select which charts of accounts you want to sync invoice payments to. You can choose to sync payments made by different payment methods to different charts of accounts in Xero. You can choose from all Cash or Cash equivalent charts of accounts you have set up in Xero. Leave unticked if you do not want to sync invoice payments.

    • Expense Payments chart of accounts: Select which charts of accounts you want to sync expense payments to. You can choose to sync payments made by different payment methods to different charts of accounts in Xero. You can choose from all Cash or Cash equivalent charts of accounts you have set up in Xero. Leave unticked if you do not want to sync expense payments.

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.

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. Halaxy automatically syncs a negative invoice line when the auto payment is synced with Xero so that your invoice balances. 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: You cannot sync a payment from Halaxy to a draft invoice in Xero. You will have to resync the invoice to reset the invoice status, which will allow the payment to sync. Additionally, once a payment has been applied to an invoice in Xero, you cannot edit the invoice. You will need to look for the payment in Xero, delete it and resync. You can also manually create a sync from an invoice or payment in Xero and apply to a payment or invoice in Halaxy.

  • 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 and click Save to sever the link between your Halaxy and your Xero account. You can reconnect your Halaxy and Xero accounts at any time.

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.

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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.

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