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Table of Contents
Overview
Prerequisites
Xero web app
ResPax Financial integration
ResPax Organisations contacts
ResPax Tour products
Financial Exporting
Overview
The ResPax-to-Xero integration provides the ability to directly export payment details from ResPax to Xero, including configuring an account, mapping fields, scheduling timing and reviewing logs.
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Prerequisites
ResPax Operator must have a valid Xero Organisation Account.
ResPax Operator must be able to authenticate with a Xero user that has permissions in their Xero Account to add a web-app via the Xero Developer Tools Module. This requires the Xero “Advisor” role.
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ResPax Operator must request from Support Team (support@respax.com) to enable the Xero tabs in the web application. By default the Xero tab is not enabled in Financials, Organisations and Tours
Xero web app Instructions
Connect to Xero in your web browser : https://developer.xero.com/
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8. The integration into ResPax will need to be re-connected, (don’t worry, no data is ever lost) see below.
9. Delete the first secret that you no longer have the password for.
Click on the trash bin of secret 1
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Confirm the Deletion
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ResPax
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Financial Integration
Step-by-step guide to connecting ResPax to the Xero API for exporting Payments
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Email support@respax.com requesting to “Enable the Xero Feature Flag” for Financials, Organisations and Tours. This is so ResPax staff can configure Xero as your default Financial Archive and Integration Partner.
(Currently Xero, MYOB, SAP, and Attaché are supported)
Once your access is enabled, the related Xero tabs will become enabled in each relevant pageFrom the main menu, click Tools
Click the Financials menu
Select the Financial Settings tab
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Enter the credentials (client id and client secret) you previously generated in Step 6 of the Xero Configuration screen into the fields below.
Select Save.
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Click on Connect
This launches the Xero Integration App.
Select an Organisation from your dropdown list.
(ResPax supports only one Xero Organisation to connect to)
Select Allow access
The callback URL will load and this will return you to the ResPax Financials page.
The currently logged in user will now be listed as the Linked Account.
Select a Xero Organisation from the dropdown list.
Select Save.
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ResPax Organisation contacts
Waiting on the bug with Editing organisations before I can screenshot
ResPax Tour products
From the main menu, click Tours
Click Tour Maintenance
Click the edit button on an existing Tour
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Click the Advanced tab
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Select Tour Details tab
Choose a Template (optional) from the list using the + Add button
Caution : The CLEAR button will remove all template content from the form including the from field, subject and SMS body
Search by template name, description or type
Click on an SMS template to load it into the Send Comms SMS form
Recipients are added to the TO field (mandatory)
Multiple recipients can be added to the To field as individual SMS are sent, so there is no sharing of contact numbers. (Emails are different and use BCC)Enter the Subject if a template was not selected (mandatory)
The subject is not sent in the SMS, however it is displayed in the Comms Logs to easily identify a messageAdd/edit the SMS body (mandatory)
The SMS body may include content fields that require a booking to be added
before the SMS can be sent.
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To use the Content fields to manually create a message (if not using a template, or modifying a templated message), place your cursor where you want the field to be inserted in the SMS body and simply click on any content button. Remember to add spaces, commas, hashtags and periods wherever you need them to be to ensure the SMS is correctly formatted
(hint: add a space before each inserted field)
* Passenger details are represented in white.
* Booking details are represented in blue.
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Prerequisite If the template or one-off SMS uses content fields but there is no booking identified, then this error below is displayed when the user selects Send. |
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Search for Booking(s) to add them to the TO list
(1) Enter a complete Confirmation No. or any part of a Passenger Name in the Search field on the right
(2) Select the Booking when it is found
(3) This adds the booking to your list (on the right) and
(4) Adds the primary passenger mobile number for that booking into the TO field (on the left)
(5) Remove a recipient using the trash icon, or manually deleting from the TO field
(6) Caution : The CLEAR button will remove ALL recipients from the TO field
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Repeat Step 6 for as many bookings as necessary
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Preview the SMS message (optional)
Send the message
To review the message, see the Comms Log
For Email
Choose the From Email address (optional)
Choose a Template (optional) from the list using the + Add button
Caution : The CLEAR button will remove all template content from the form including the from field, subject email body and attachmentsSearch by template name, description and type
Click on the email template to load it into the Send Comms email form
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The email body may include content fields that require a booking to be added
before the email can be sent.
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Search for Booking(s) to add them
(1) Enter a complete Confirmation No. or any part of a Passenger Name in the Search field on the right
(2) Select the Booking when it is found
(3) This adds the booking to your list (on the right) and
(4) Adds the primary passenger email for that booking into the BCC field (on the left)
(5) Remove a recipient by using the trash icon, or manually deleting from the BCC field
Caution : The CLEAR button will remove ALL recipients from the BCC field
Repeat Step 6 for as many bookings as necessary
If the template contains a FROM address, then this will be automatically shown in the From field.
This can be cleared and manually overwritten, or a new Sender selected from the + Add button
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The TO field can be used for single recipient emails but should be left blank for any bulk communication. In bulk emails, it is widely accepted to have all recipients in the BCC field instead of the TO field so that each address remains private, and is not seen by other recipients.
The BCC field (as referred to in step 6) is populated as each booking or passenger is searched and added
To use the content fields in the email body, the recipients must be added via the Search by so that the Booking details are identified.
Recipients can be manually added into the BCC field using the Modal or freetype only if there are no content fields used in the email body.The Email body will be prepopulated if a template was used or be empty for a new one-off email.
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Start typing the Xero product code and the list will search and filter.
The search starts after the first 2 characters/numbers are entered, and searches by code only, not Name.
The search is case sensitive so must match exactly what the Xero product codes are.
Select the matching product code for the ResPax Tour you are updating.
Click on the Add button
The successfully mapped Xero Product will be listed below the Search area
FYI - The Product Codes used for ResPax Tours are configured in Xero Products and services
| Note |
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Prerequisite |
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SMS, all recipients must be added using Search By |
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messages with no content fields can have |
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recipients added manually or via the +Add button. If the template or one-off |
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SMS uses content fields but there is no booking identified, then this error below is displayed when the user selects Send. |
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To add an Attachment, click on the large box labelled
Choose or drop a file to upload (optional).
If there were attachments already in the template, these will be added to the email by defaultAdd a label (optional)
Add a type
Select Save
Images will be previewed, and all other documents will show their file type
Preview the message (optional)
Send the message
To Review or Resend the message, there are detailed instructions provided in the Comms Log documentation and summarised below
From the log, find the message using date range, email address, mobile number and/or message type
Select Preview to review the message or
Select Resend to resend the message
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