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Xero Updates

 

We have been listening to your feedback, and have recently introduced some changes to the Sporty and Xero integration to make reconciling your invoices from Xero to Sporty even easier.

New Features

  • If a registration invoice is marked as paid in Xero, the amount payable will now update to also show as paid in Sporty, keeping your balance sheet updated in Sporty.  This update will apply to any invoice marked as paid in full* in Xero that is linked to a Sporty registration after 8th July 2021.

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Note: Manually marking an amount payable as paid in Sporty will not update the invoice in Xero to mark it as paid. 

  • If a person pays for a product as part of their registration process, the invoice can now be automatically raised as a Paid invoice in Xero (see Set Account for Paid Transactions to enable this feature).   
  • You can now set registration invoices to be automatically approved and displayed as "Awaiting Payment" in Xero when they are raised, instead of needing to manually approve them from a Draft invoice state (see Invoice Status to enable this feature).

Set Account for Paid Transactions

In order for invoices to be marked as Paid in Xero when an online payment is made in Sporty, you need to specify the account that the payments have been processed into. 

Navigate to your Sporty Dashboard, and click Online Payments.

Sporty will display that your Xero connection is enabled, and will display the Xero organisation your Sporty account is linked to.  Select the account to credit the payment against and then click Save Account.

The dropdown list will display any Accounts or Bank Accounts that normally appear in Xero when you manually mark an invoice as paid.  

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To add an item to the drop list, add a new bank account directly to Xero, or add/edit your Xero chart of accounts to ensure "Enable payments to this account" is enabled.

(Xero>Accounting>Chart of Accounts)

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 There may be up to 2 hours delay for a new account to appear in Sporty. 

NOTE:  If you do not connect a Xero account for paid transactions in Sporty, the status of invoices in Xero will continue to be listed as Awaiting Payment even if the registration products have been paid for online as part of the Sporty registration process. (No change to current process).

Invoice Status

By default, the invoice status in Xero is set to Draft which means when a registration is submitted, a draft invoice is created in Xero for you to make your final changes. If you would like to bypass this step and set the invoice to display in "Awaiting Payment" as soon as the registration is submitted, you can choose to set the invoice status to Authorised.

This feature can be set per form, to allow you greater control over which forms should be raised as authorised automatically.  To set this, log in to your Sporty site, click Dashboard, then Online Registrations. Click on the Edit icon beside each form.

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Scroll down to the Products section.

Click on Draft under Invoice status in Xero.

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You can change this to Authorised and click on Save Form.

Repeat this process for each form that should automatically raise Authorised invoices from Xero. 

NOTE:  You will still need to manually send invoices from Xero that have been automatically authorised by Sporty if you email invoices to registrants. To send email invoices, go to Xero, click "Awaiting Payment", then check "Unsent only" to filter by unsent invoices.  You can then easily "Send All".

Xero>Awaiting Payment>Search>Unsent Only

 

*Marking an invoice as paid in increments in Xero will only update Sporty with the first increment submitted.

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