Connecting Sporty to Xero only needs to be done once. Once set up, Sporty can automatically create contacts and raise invoices in Xero whenever someone registers through your forms.
For a full overview of how the Sporty and Xero integration works, see the Xero for Sporty article.
Note: To update Xero settings against existing forms, see this article here.
Contents:
- Step 1: Apply to enable the Xero integration
- Step 2: Connect Sporty to Xero
- Step 3: General Settings
- Step 4: Default Form Settings
- Adding an Account for Paid Transactions
Step 1: Apply to Enable the Xero Integration
Before you can connect Sporty to Xero, our support team needs to enable the integration for your site.
To apply, complete the form below for your region:
You'll receive an email confirmation once the integration has been enabled, normally within 2-3 business days.
Step 2: Connect Sporty to Xero
Once you've received confirmation from Sporty, follow these steps:
1. Log in to Sporty by clicking the Admin Login link at the bottom right of your organisation's Sporty page.
2. From your dashboard, click the Admin Settings tile.
3. Click Connections, then select the Accounting tab.
4. Click Connect to Xero.
5. Enter your Xero login details and click Log in.
6. Xero will ask you to authorise the connection. This allows Sporty to create contacts and raise invoices in Xero on your behalf. Note: Xero does not share any bank balances or financial information back to Sporty.
7. Once authorised, you'll be redirected back to Sporty where you can complete your settings.
Step 3: General Settings
Select your Xero organisation
If you have more than one organisation linked to your Xero account, click the Connected Xero Organisation field and select the correct one.
Set the action when deleting registrations
Choose what should happen in Xero when a registration is deleted in Sporty. By default this is set to "Mark registration as inactive, and take no action in Xero". See this article for more detail on your options.
Set the account for paid transactions
This tells Sporty which Xero account to mark as paid when an online payment is made through a Sporty form. Click the Account For Paid Transactions field and select the relevant account.
Note: If you don't set this, invoices in Xero will remain in "Awaiting Payment" status even after a member has paid online through Sporty.
If the account you need isn't showing in the list, see the section below.
Step 4: Default Form Settings
These settings apply automatically to any new forms you create. You can still change the settings on individual forms later if needed.
Automatically create invoices in Xero
Tick this option if you want a draft invoice raised in Xero each time someone registers and selects a subscription or product. This will also add the registrant as a Contact in Xero.
Invoice status
Choose the default status for invoices created in Xero:
- Draft - a draft invoice is created for you to review and finalise before it becomes active. Good if you want to check invoices before they go out.
- Authorised - the invoice is set to "Awaiting Payment" as soon as the registration is submitted, with no further action needed from you.
Account codes and tax types
Select the appropriate account codes and tax types for your organisation.
12. When you have added all the Xero Settings on Sporty, click on Save.
Once you've completed all settings, click Save.
Adding an Account for Paid Transactions
If the account you need isn't appearing in the Account For Paid Transactions dropdown, you may need to add or update it in Xero first.
To add a bank account in Xero:
Go to Accounting > Bank accounts in Xero and follow the prompts to add the account.
Follow the prompts to add your bank account.
If an account that has already been added on Xero is not showing up on the list on Sporty, go to Xero > Accounting > Chart of Accounts, click the account, and make sure Enable payments to this account is ticked.
Once updated in Xero, the account should appear in Sporty within up to 2 hours.
For more information, visit www.sporty.co.nz/xero or download the Xero User Guide.
If you need a hand at any point, email support@sportsground.com.
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