Table of Contents
Overview
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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.
Prerequisites
ResPax The Tour Operator must have a an existing valid Xero Organisation Account.
ResPax The Tour Operator must be able to authenticate with a Xero user that has permissions in their Xero Account. This is to add a web-app via the Xero Developer Tools Module. This requires the Xero “Advisor” role.
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The ResPax Tour Operator must request from our 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 or Tours
Xero web app Instructions
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Click on the My Apps tab, and click the New app button, or the Xero Wizard may suggest a New app.
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(a) Set the App name as to : ResPax
Select (b) Set the Integration type to : Web App
(c) Set the Application Company or application URL to :
https://app.respax.com/admin/[
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org-code]
or
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[org-code]
(d) Set the Redirect URI to :
https://app.respax.com/api/common/oauth/provision/callback
or
https://app3.respax.com/api/common/oauth/provision/callback
| Tip |
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Your org-code is your ResPax Organisations Code. |
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Read and agree to the T&C
Click on the Create app button
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Click on the Configuration menu item on the left
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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
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From the main menu, click Settings
Click Organisations
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Click the edit button on an existing Organisation
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Click the Financials tab
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Start typing any part of a Xero contact to search for a match
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Select the matching contact from the list, and
Click on the Add button
A confirmation message will be displayed for a few seconds in the top right of screen
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The saved Contact will be displayed below the search field.
The search field and the add button are disabled (greyed out) when there is a saved contact.
The saved contact must be deleted (use trash bin icon) before the search and add button are re-enabled.
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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
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
Financial Exporting
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sdfdsf
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| Note |
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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. |
(Navigation: Tools / Financials)PREREQUISITE : The user wanting access to the Finance / Xero menu must have the Financial Archive permission enabled in their User Group
(Settings | Users & Groups | Groups | [UserGroup] | Finance Card | enable Financial Archive | Save)
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From the main menu, click Tools
Click the Financials menu
Select the Xero tab
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Refer to the image below for the 4 exporting steps
Step 1 - Choose your Export Criteria
Choose a FROM date (these are travel dates, not booked dates)
Choose a TO date (these are travel dates, not booked dates)
Choose a Financial Entity (Booking Owner)
Click on the Apply Filters button
Step 2/3 - QA each booking that is correct and ready for exporting
Select each booking as QA’d by selecting the switch next to each booking or
Select all bookings as QA’d
| Info |
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As soon any booking is set as QA’d, it is saved in the database. There is no SAVE button required |
Step 4 - Click the Export button
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Important : There are 4 different status of Bookings on the Export page
Status Icon | Status Description |
|---|---|
 | If the booking contains a Ticket level Tour or an Extra, that is not connected to a Xero Product Code, then this ‘Product not Mapped’ icon is displayed. |
 | If the booking was made by an Agent that is not connected to a Xero Organisation Contact, then this ‘Agent not Mapped’ icon is displayed. |
 | If the booking contains a Tour or Extra that is connected, and the Agent making the booking is connected, then this ‘ready to Export’ icon is displayed. |
 | If the booking has already been exported to Xero, then this ‘Exported’ icon is displayed. |
After selecting Export, a confirmation message is displayed.
Click on the Export button
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The export page will display a processing message.
On refreshing the export page, the status of the exported bookings will change from Ready to Export to Exported
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The above example is Booking #12437 listed as Exported in the ResPax Export page
Switch to your Xero web application (go.xero.com)
Login and locate invoice #12437
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Open the Invoice and confirm that the Tour value and the extras value are correctly recorded as revenue line items.
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