Set up API (Xero)
First, establish your source of truth – MYP or Xero.
In most instances it will be MYP, particularly for subscribers using GENIUS, where clients have already been added into MYP. These clients will need to be exported from MYP to Xero.
If Xero is going to be your source of truth, then add clients to Xero first and import the Xero contacts into MYP.
To complete this process, inventory tracking is used as a way of posting invoices to the nominated P&L Account. This is then mapped through the ‘Inventory’ section of the APIs.
The sync process will create an invoice (in draft mode) to the GENIUS client which will then be manually processed as being paid.
Set up inventory account in Xero
- Open Xero
- Navigate to ‘Business menu’
- Select ‘Products and services’
- Select ‘New item’
- Complete as per screenshot
- Select ‘Save’
Important checks prior to creating items:
- The ‘Item Code’ is the code that will need to be entered when completing inventory mapping in MYP, so should be easily identifiable, particularly if you are mapping to more than one revenue account.
- As the sync to GENIUS will be an invoice issued, rather than an expense, ‘I sell this item’ needs to be is selected.
- MYP does not use the ‘Unit Price’ so this can be $0.00 or any number you choose.
- ‘Sales Account’ allows you to select the P&L account that this ‘Item Code’ will be posted to. In most circumstances this will be a revenue item, rather than an offset against an expense line.
- ‘Tax Rate’ should be set to GST Free income.
- MYP does not track the inventory.
Map inventory accounts in MYP
- Select ARM Pro > Administration > API Settings
- Open ‘Inventory items’
- Select the relevant account + ARM price book from the drop-downs
- Each line item in the price book needs to be mapped to one of the inventory accounts created in the process above
- Select ‘Save’
NB: If a line item in a price book is not mapped to an inventory account and is included in a GENIUS invoice, the sync will fail. It is case sensitive, so needs to be entered exactly to enable the search function.
Map cost centres to Xero
This step is completely optional. To map Xero cost centres to GENIUS:
- Select GENIUS > Settings
- Select ‘Cost centres’
- Enable ‘Sync invoice cost centre to Xero’
- Select the relevant account + tracking categories from the dropdown menu
- Select ‘Save’
NB: Each cost centre in GENIUS must be mapped to one set of primary and secondary tracking categories.
Sync invoices to Xero
- Navigate to GENIUS
- Navigate to the ‘INVOICE TO CLIENT/PLAN MANAGER’ or ‘INVOICE TO NDIA‘ panel
- Select the invoice/s to be synced
- Select ‘SYNC SELECTED’
- Select the relevant accounting package
- Select ‘Confirm’
NB: You will receive an email notification that lists all export successes and failures. When successful, the Xero Account number and the sync date will be added to the GENIUS column.
NB: It is possible to sync invoices multiple times. We recommend limiting access to the API link and documenting a clear whole of organisation process.
Check sync results in Xero
All invoices that have been synced to Xero will appear in the draft tab.
- To: the GENIUS client. This varies depending on whether the client is plan managed or has a representative, and whether the ‘Sync to custom name based on invoice type + plan management type’ setting is enabled in GENIUS > Settings > Invoices + claims.
The rules are as follows:
| Invoice to |
Client |
Invoice issued name |
| Invoice to NDIA |
Has plan manager |
Plan manager’s name |
| Invoice to client/plan manager |
No plan manager but has a representative |
Representative’s name |
| Invoice to NDIA |
No plan manager but has a representative |
Representative’s name |
| Invoice to NDIA |
No plan manager or representative |
Client’s name |
| Invoice to client/plan manager |
No plan manager or representative |
Client’s name |
| Invoice to NDIA |
Is agency managed |
Client’s name |
- Date: the date the invoice was approved in GENIUS. If an invoice was created, approved and claimed in GENIUS on 29 March, but payment for that item was not received until 2 April, the date of the sale will be 29 March to accurately reflect the date the sale was recognised. This also allows for invoices to be recognised in the correct month.
- Due date: determined by the invoice settings within Xero
- Invoice number: the number assigned by Xero within the invoice settings in Xero
- Reference: REF_GENIUS group name_INV_MYP invoice number from GENIUS
- Item: item code/item description from the inventory account in Xero
- Description: the descriptive item in the price book (NDIS code is not quoted) and the service date
- Account: the P&L account the invoice will be posted to (defined in the inventory account)
- If the invoice is correct, select ‘Approve’ to post it
- Invoice amounts will appear in the P&L and debtor will be created in the client’s name
Sync reconciled/gap invoice
The amount of the synced invoice is the amount received from NDIA, not the amount of the original invoice. This allows for the gap to be re-submitted and claimed again.
The example above shows $117.04 was paid on each line item even though one of the lines was expecting $227.53. The Xero invoice shows 2 line items of $117.04.
