Introduction

The Meshed Platform can be integrated with XERO – a popular accounting software commonly used by education institutions and organisations.

The interchange of data between the Meshed Platform and XERO, using the Meshed Xero API Integration Module, eliminates the need to double handle data.

Integration provides the ability to sync financial information:

• Invoices for Student fees can be managed and recorded within the Meshed Platform and exported to XERO.
• Settled payments can be imported from XERO to the Meshed Platform to reconcile the transactions between the two platforms.

Overview

RTOManager integrates with XERO by using XERO API to achieve following objectives:

1. Push invoices created in RTO manager to XERO
2. Once Payment is made in XERO against invoices, get amount paid from XERO to settle it back in RTOManager

Meshed group has developed XERO console engine which can be run at desired interval of time (once a day, every 12 hours, every 2 hours, etc) to interchange data between two systems.

Note: Integration is not real time. Engine will run based upon scheduled time.

Pushing Invoices to XERO

Pushing invoices to XERO:

• Approved invoices can be pushed to XERO as well depending upon client requirement
• GST inclusive invoices can be pushed to XERO as well depending upon client requirement

1. Create Invoices in RTOManager

1. Once the engine runs at scheduled time, invoices will get created in XERO

Note:

• Invoice ID from RTOManager will be used to map invoices between two Systems XERO and RTOManager
• "InvID" of RTOManager will be mapped with "Number" column in XERO
• Invoice Number" of RTOManager will be mapped with "Ref" column in XERO
• If there are multiple line items in RTOManager invoice, in XERO individual invoices for each line item will get created

1. After invoice gets created in XERO, flag will notify user that invoices are already pushed to XERO:

1. Depending upon requirement, approved invoices can be directly pushed to XERO. In this case invoices will get listed under "Awaiting Payment" section of XERO

1. If the tuition fee of course is GST inclusive in RTO manager, same will get reflected in XERO:

Getting Payment Information from XERO

Settling transaction in RTO Manager once payment is made in XERO

1. Log into XERO and pay amounts against invoices (fully or partially)
2. Once engine runs at scheduled time, payment information will get settled in RTOManager

Paid Transaction Reversal in XERO

Reversing transaction in RTO Manager once payment is deleted in XERO

1. Log into XERO and delete paid invoices in XERO
2. Once engine runs at scheduled time, transaction will also get reversed in RTOManager

Log of Transactions in RTOManager

View records of transaction information.

1. Invoices pushed to XERO, Payment information received from XERO, Log of Transaction in particular iteration could be viewed in RTOManager from Admin>>Manage College Materials>>XERO

Limitations

1. If created invoice in XERO is deleted by user in XERO, same invoice can't be pushed again from RTOManager
2. If payments of miscellaneous fee is deleted in XERO, transaction can't be reversed back in RTOManager (Reversal works only for Tuition Fee)
3. XERO only allows to create 60 invoices in one minute.
4. If partial payment is made in miscellaneous fee in XERO, it can't be settled back in RTOManager (Partial payment settlement works only for Tuition fee)

Information to be provided by client

To integrate respective RTOManager platform with XERO, meshed group will provide public key certificate to client. Using that information client need to generate information given below and provide it to meshed group:

1. Consumer Key
2. Consumer Secret

Note: We need to create key pair by using company details. Right now, its being created with personal details. We also need to define expiry date of key while creating key.

Pre-requisite for XERO Integration

In RTOManager, client will need to setup account codes before running integration. Account code should be identical in both XERO and RTOManager.
Steps to create account code in RTOManager:

1. Go to Accounts>>Account Setup in RTOManager:
2. Select Fee Type and Course Type
3. Put "Account Number" and "Description"
4. Click on Add