Xero FAQ

What does the Xero and Discover integration do?

The Xero/Discover integration interacts with two features within Discover:

1) Payment Uploads. This is a straightforward flow of data from your Bank (uploading Bank Statements to Xero), through to Xero, which can then reconciled and allocated to Income Accounts, which subsequently flow through to Discover.

2) Payroll/Rostering. Assigning ID codes (GUIDs) to Staff and Tasks for Rostering allows you to transfer shift information to timesheets within Xero.

Does the integration flow both ways?

Payment Uploads: This feature a one-way integration with Xero - when customers deposit money into your account, you reconcile those in Xero and then those payments can be loaded into Discover electronically. Discover does not send information about your invoices, credit notes, reversals or contacts to Xero.

Payroll/Rostering: Though predominantly one-way, with Discover sending shift information to Xero, timesheets created in Xero will flow through to Discover to be filled. Please see further information here.

What is a connection key?

The connection key is a unique random series of digits that Discover allocates for you automatically and uses to identify your connection to Xero. Changing this number will disconnect you from Xero.   This key is only needed in the situation in which you have two centres, and you would like boths centres to use the same Xero account. In this case, you would connect to Xero on one of the centres, and once connected, use the same connection key in the other centre.

How do I disconnect from Xero? 

From the Centre Settings > Centre Details tab > 'Payments - Xero Integration'.
From here, click the red button 'Disconnect from Xero'.

Alternatively, when in the Upload Payments screen there is a "Disconnect from Xero" button there as well.

Within Xero:

1. Navigate to the company name in Xero > Settings.

2. Click on 'Connected Apps'.

3. Click on 'Disconnect' next to Discover.

How do payment processing fees appear in Xero?

Upload Payments

From the Payments menu > click Upload Payments > click 'Get Xero Transactions'.

If you have 'Enable Xero Fee' set in your centre settings, Discover will automatically do this overnight, so you will not need to follow this process manually. Discover automatically learns matching transactions, so after you have connected a Bill Payer once, future identical transactions will be matched to the same person. By default, the payments in this table will be ignored unless you select a Bill Payer.

Xero Log

The Xero log shows all recent transactions downloaded from Xero and who they were matched to during the upload process. Transactions that are excluded from matching (like Work and Income and EFTPOS) are shown with a yellow background and transactions that are downloaded but not yet reconciled are shown with a red background. 

Is there a way to automate Payments coming over from Xero? 

If you tick 'Enable Xero Feed' in the Centre settings then Discover can then pull reconciled payments from Xero every night from the account code(s) you specify.  Any transactions it cannot match will appear in the Upload Payments and you will also receive a summary email of what has and has not been uploaded.  We recommend manually pulling your information through from Xero when you first connect, after several weeks, the process can be automated with better effect.

How do I process Split Payments?

The payments first need to be split in Xero as a separate line item with the correct description in order to be assigned to the right bill payer.
Next, in Discover, navigate to Centre Settings  > Centre Details tab > Payments - Xero Integration > Tick 'Upload Xero Line Item' > Save

How do I connect multiple centres to Xero?

If you have multiple centres using the same Xero account, best practice is to have multiple, centre-specific Xero Account/Analysis Codes and assign payments to the specific centre's account/analysis code.

For example, set up a Xero Account/Analysis Code "200 - Centre 1 Parent Fees" and "201 - Centre 2 Parent Fees" or 200-1 & 200-2 or similar, then allocate the incoming receipts in Xero to the appropriate Analysis Code - this is where Xero rules will be of greatest assistance.

Then, in your Discover Centre Settings > Centre Details tab > Payments - Xero Integration, enter the relevant 'Xero Account Code' for that centre.

This way, when the import is run, it will put the receipts to the correct centre.

Does Discover integrate with Xero Cashbook version?

Only the full version of Xero is supported at this time.

Why aren't payments coming through to Discover?

There are several reason your transactions may not flow through to Discover.
Please check the functions below:

Check your account code is specified as a 'Revenue' account in Xero:

1) In Xero, navigate to Accounting in the top menu > select 'Chart of Accounts'

2) If the Type field next to your account does not say 'Revenue', click on the account

3) Select 'Revenue' from the Account Type drop down, then click 'Save'.

4) In Discover, select the account code in Centre Settings > Centre Details tab > Payments - Xero Integration > Save.

Make sure you have reconciled your Payments in Xero

1) In Xero, navigate to Accounting > Bank Accounts > Manage Account

2) Select 'Reconcile Account'

3) Ensure the Payee details are correct and the relevant account is selected in the 'What' field, then click 'OK'.

Check your Xero Package does not include Analytics +

The Analytics + option in Xero prevents transactions flowing through to Discover.

1) In Xero, click on your Company name at the top left corner > Subscription and Billing.

2) Click on Manage Subscription to check your subscription information.

Why is one of my transactions matching to the wrong person or not matching at all?

There are several reasons Discover may match to the wrong person, or not match when they should.

Please check the below:

The Reference Code

If the reference code has been reused when changing bill payers, the payments will match to the previous bill payer for the child.

1) Navigate to the Child Profile > Contacts tab > Select the previous Bill Payer.

2) In Contact Details, remove the reference code from the field and tick 'Not learn for auto matching'

3) Click 'Save'.

Xero Matching

1) In Xero, navigate to Accounting > Bank Accounts > Manage Account

2) Select 'Reconcile Account'

3) Next to the Payment, double check the details under 'Who' and 'Why'.

4) Ensure names are spelled correctly, and the child's name or reference is showing in the 'Why' field.

I have tried disconnecting Xero in Discover, then reconnecting, but I am still having issues. What should I do?

You may need to disconnect in Xero as well, please see instructions above.

I need to reconnect to Xero after performing a 2FA, but the process isn't working.

If you are trying to connect after a 2FA in Google Chrome, you may need to use another browser, as Chrome's settings interrupt the Xero 2FA process.

1) Open Microsoft Edge, Firefox or another browser you do not use often.

2) Login to Discover.

3) Navigate to Centre Settings > Centre Details tab > Payments - Xero Integration > Click 'Connect to Xero'.

4) Follow the connection steps above.