Connect ResPax to Xero

Owned by Steve Cullen
Last updated: 09 Nov, 2023 by support_howto
9 min read

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.

Prerequisites

  • The Tour Operator must have an existing valid Xero Organisation Account.

  • 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.

Minimum requirements are Xero “Advisor” role.

  • 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 or Tours

Xero web app Instructions

Connect to Xero in your web browser : Xero Developer Platform — Xero Developer

  1. Login with credentials that have access to make changes to the Xero Account configuration

  1. Click on the My Apps tab, and click the New app button, or the Xero Wizard may suggest a New app.

  1. (a) Set the App name to : ResPax
    (b) Set the Integration type to : Web App
    (c) Set the Company or application URL to :

https://app.respax.com/admin/[org-code]

or

https://app3.respax.com/admin/[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

Your org-code is your ResPax Organisations Code.
eg. org-code STD would be : https://app.respax.com/admin/std
The org-code is chosen when signing the contract, and is used as your unique identifier within the ResPax environments and ResPax Operator Network (RON).
Traditionally, it is the first organisation code created in your ResPax database and represents the database owner. It will be (or one of) the Organisations with a status of ‘Owner’. see below
The org-code is also used in your public booking links. eg https://app.respax.com/public/std/

  1. Read and agree to the T&C

  2. Click on the Create app button

  1. Click on the Configuration menu item on the left

  1. Click on Generate a secret

6. Copy and paste both the Client id and the Client secret 1 somewhere safe for future use in ResPax
IMPORTANT - Do not leave this page until you have copied the secret, as it cannot be seen or copied again.
(ResPax recommend the use of a secure Password Keeper. There are many web apps for this)
You may logout of Xero and follow the next steps called ResPax Instructions from step 1.

  1. If you lose the client secret, then you must generate a new one and save it somewhere safe!


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

  1. Confirm the Deletion



ResPax Financial Integration

Step-by-step guide to connecting ResPax to the Xero API for exporting Payments

Connect to Xero (Quick Ref : (Navigation: Tools / Financials )

  1. 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 page

  2. From the main menu, click Tools

  3. Click the Financials menu

  4. Select the Financial Settings tab

  1. 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.

  1. Click on Connect

  2. 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

  3. 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.

  4. Select a Xero Organisation from the dropdown list.
    Select Save.

 

ResPax Organisation contacts

  1. From the main menu, click Settings

  2. Click Organisations

  1. Click the edit button on an existing Organisation

  1. Click the Financials tab

  1. Start typing any part of a Xero contact to search for a match

  1. Select the matching contact from the list, and
    Click on the Add button

  2. A confirmation message will be displayed for a few seconds in the top right of screen

  1. 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.

ResPax Tour products

  1. From the main menu, click Tours

  2. Click Tour Maintenance

  3. Click the edit button on an existing Tour

  1. Click the Advanced tab

     

  2. 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

  3. The successfully mapped Xero Product will be listed below the Search area

  4. FYI - The Product Codes used for ResPax Tours are configured in Xero Products and services

     

Financial Exporting

(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)

  1. From the main menu, click Tools

  2. Click the Financials menu

     

  3. Select the Xero tab

  1. 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

As soon any booking is set as QA’d, it is saved in the database. There is no SAVE button required
If you do not export now, and return to the Xero page at a later time, the QA’d booking will still be QA’d.
This allows Staff to QA daily but export weekly or monthly

Step 4 - Click the Export button

Important : There are 4 different status of Bookings on the Export page

Status Icon

Status Description

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.
Path : Tours / Tour Maintenance/ [Tour] / Advanced / Xero / Product

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.
Path : Settings / Organisations / [Org] / Financials / Xero / Contact

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.

  1. After selecting Export, a confirmation message is displayed.
    Click on the Export button

  1. The export page will display a processing message.

  2. On refreshing the export page, the status of the exported bookings will change from Ready to Export to Exported

The above example is Booking #12437 listed as Exported in the ResPax Export page

  1. Switch to your Xero web application (go.xero.com)
    Login and locate invoice #12437

  1. Open the Invoice and confirm that the Tour value and the extras value are correctly recorded as revenue line items.

 

 

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