Xero - Setup Guide

Summary

This article guides you through the one-time setup process required to connect OpenSolar to Xero. It covers establishing the secure connection, configuring your ledger account maps, and setting up advanced mapping for specific line items.
 

Table of Contents

• Connecting to Xero

• Configuring Ledger Accounts

• Advanced Mapping

Connecting to Xero

To set up the integration, you must have an active Xero account and Administrator access in OpenSolar.

Important Note for Existing Users: If you were previously connected via our legacy integration, you must first click Disconnect on the Xero card before connecting the new integration.

1. Navigate to the CashFlow tab in OpenSolar.

2. Click on the Setting section 

3. Locate the Accounting integrations card.

4. Click the Connect button.
   

5. You will be redirected to the Xero login page. Enter your credentials and authorize OpenSolar to access your organization.

   • Note: If you have access to multiple Xero organizations, use the dropdown to select the correct one.
     

6. After authorization, you will briefly see a landing page confirming the connection. You can close this window/tab.

7. Return to the OpenSolar Accounting page. It will automatically update to show you are connected.
    

Configuring Ledger Accounts

Unlike previous versions, your Xero ledger accounts will load almost immediately. You must configure these mappings before invoices can sync.

1. On the Accounting page, scroll down to the Configuration section.
   

2. Payment Ledger Account: Select the Xero account or clearing account where payments collected in OpenSolar should be recorded.

   • Tip: Use the filter button to narrow the list by account type (e.g., Bank).

3.  Accounting Contact Email: Enter an email address where we should send important accounting integration updates. 

4. Tax Rate Mapping: You will see a list of tax rates used in OpenSolar. For each tax rate:

   • Select the corresponding Revenue Account from Xero (e.g., Sales).

   • Select the matching Tax Rate record from Xero (e.g., GST on Income).

Advanced Mapping

For more granular control, you can define specific ledger accounts for different types of line items.

1. Click the Advanced button at the bottom of the configuration section.
   

2. You can now map distinct Xero accounts for:

   • Installer Incentives: e.g., map to an "Other Revenue" or "Cost of Goods Sold" account.

   • Discounts: e.g., map to a specific "Discounts Given" expense or contra-revenue account.

3. Once all mappings are complete, click Save.