How to Integrate and Set up SMS with Xero

How to Integrate and Set up SMS with Xero

Overview

In this tutorial, we will show users how to integrate  Xero Accounting Software with the Student Management System allowing users to export invoices to Xero, mark invoices as paid in the SMS and void invoices that are deleted in the SMS. 

This tutorial will focus on integrating Xero with the SMS and how to set up the SMS to ensure that Invoices gets exported to Xero and is tagged with the correct account codes. 

Step Tutorial

Integrating/Establishing Connection between SMS and Xero:


Step 1. Go to Xero Developer by visiting https://developer.xero.com/ and log in.

Step 2.  In the My Apps section, click on the “New App” button located in the upper right corner.

Step 3. Fill in the required details to create a new app:
  1. App name: Enter the name of the app.
  2. Integration type: Select “Web app”.
  3. Company or application URL: Enter your SMS URL, for example, https://insertyourSMSURLhere.rto.net.au/
  4. Redirect URI: Enter your SMS URL followed by “/Finance/Callback”, for example, https://insertyourSMSURLhere.rto.net.au/Finance/Callback.
Step 4. Tick the checkbox to agree to the terms and click on the “Create app” button.

Step 5. Once the app is created, go to the Configuration menu. Copy the Redirect URI, Client Id, and generate a Client Secret Key.

Step 6. Log in to SMS and navigate to the Settings page.

Step 7. Under the Payment & Declaration section, paste the tokens copied from Xero Developer:
  1. Xero Client ID
  2. Xero Secret
  3. Xero Callback

Step 8. Click on the “Update” button to save the Settings update. Afterward, log out of SMS and then log back in.

Step 9. After logging in to SMS, go to the Xero page. Authorize access to Xero by clicking on the “Allow access” button.



 Once you have successfully integrated Xero with SMS, proceed to setting up Xero to allow for invoice export. 


Setting Xero Export Options:


Step 1. In the SMS, go to Xero > Xero Export Options

Step 2. Check the tick box for the "Export to Xero". This will allow the invoices generated in the SMS to be exported to Xero. 

Step 3. Set the following required fields for exporting to Xero:

  1. Date of first invoice - Set the date for the first invoice.
  2. Tuition - select the Xero Account code for Tuition.
  3. Resources - select the Account code for Resources.
  4. Others - select the Account code for Others.
Note: Only specific Xero account codes are compatible for Invoices. Examples include Revenue Accounts, Direct Costs Accounts, Expenses Accounts, etc.




Setting Xero Account Code in Program Instance Fees:


In the event that users would like to use a different account code for the program fees, the SMS will allow you to set a Xero Account Code in the Program Instance level. To set this: 

Step 1. Go to Programs > Program Instance > Program Fees

Step 2. In the New Program Fees window or the Edit Program Fees window, go to the drop-down field labeled "Xero Account Code". 

Step 3. Select the new Xero Account Code you would like to use for that fee. The default account code being used will be displayed in the label. 



This will change the account code to be used for the fees in this Program Instance. 

Integrating Xero and the Student Management System will provide your organisation with additional functionality to help save time and effort, ensuring that your account stay up to date and at the same time help you manage and monitor your payments. 

Check out the related tutorials below to learn how the SMS exports invoices to Xero, how to mark invoices as paid and how to void invoices. 


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