BMS-Xero Integration: Data mapping

Introduction

This guide details the fields of data mapping between PSA and Xero Integration. PSA term applies to both BMS and Vorex users. 

Prerequisite 

Active setup with Xero. Refer to this guide for the integration details. 

Data Mapping

This integration allows two-way sync for items, contacts, and accounts. Invoices can be exported to Xero and Payments can be imported to PSA.

Account Code

PSA fields	Xero field
Account Code	Code
Account Name	Name
Description	Description
Account Type	Type

• Account codes: If it exists in Xero we link to the existing entry, we do not update it. If the code doesn't exist we create a new one. 
• Account types: We link to the type based on the name if it exists in Xero, If it doesn't we take one by default. The name of default is called Other income. 

Tax Rate

PSA fields	Xero field
Name	Name
Tax Rate	Rate

• For Tax groups, multiple tax components will be added. 
• When importing Tax Rate, we take the name and rate and create it in PSA.
  • If it has multiple tax components we disregard it and add it as a normal tax rate. We don’t create separate tax groups for tax components when importing.

Accounts

Exporting from PSA to Xero 

PSA fields	Xero field
Account name	Contact name
Account code	Account number
Email address in Billing address	Email address
Phone number in Billing address	Phone number
Fax mentioned in Billing address	Fax
Tax	VAT
Shipping address	Street Address
Billing address	Postal Address

• If the account is active in PSA we set it as active in Xero. If the account is inactive it will be set as archived in Xero. 

Importing to PSA from Xero 

PSA fields	Xero field
Account name	Contact name
Account code	Account number
Default currency	Currency
Taxable	VAT - Default sales VAT is set
Sales Tax	Value from Default sales VAT

• If a mapping already exists only the name is updated else a new account is created in PSA.  
• The main site is created and addresses are imported from Xero. 
• Address fields are imported with the same data mapping as when exporting. 

Items

Products, Services, Work type, Expense type, Discount type are items in Xero. 

PSA fields	Xero field
Product Name	Item Name
Product Description	Sales Description
Expense Account	Purchase Account
Income Account	Sales Account
Requires Procurement (Yes/No)	I track this item - Yes
Product number	Item code

• For Inventory items (I track this item), the expense account will be the Cost of Goods Sold Account. 
• Unit price in PSA will be the Unit price of the Sales item in Xero

Work Type

PSA fields	Xero field
Work Type Name	Item Name
Description	Sales Description
Income Account	Sales Account
Expense Account	Purchase Account

Services

PSA fields	Xero field
Service Name	Name
Unit Price	Sales Unit price
Unit Cost	Purchase unit price
Description	Sales Description

Expense Type

PSA fields	Xero field
Name	Name
Description	Sales Description

Discount Type

PSA fields	Xero field
Name	Name
Description	Sales Description
Discount type	Will be set to Amount
Value	Sales unit price

• For all the above items, if the item name is empty in Xero, the value in code will be taken. 
• For the Taxable field, the mapping is from I sell this item. If a value is set in Xero it will be pushed to PSA. If it's empty or none then the item will be marked non-taxable. 
• Income and Expense account mapping is the same for all the items.

Exporting items 

The data is derived from the Setup options selected in PSA. 

PSA fields	Xero field
Name	Name
Description	Sales Description
Discount type	Will be set to Amount
Value	Sales unit price

• When exporting an item the account is taken on the Item level.
  • Item level option (Finance > Item type > Income account)
  • If the item level is empty it will take the default option in the setup ( Finance > Xero > Setup)
• Default Xero Inventory account, PSA doesn't have default inventory accounts so we rely on the setup option. Its always recommended to use the Inventory -630.
  
  

Exporting Invoices 

The data is derived from the Setup options selected in PSA. Below are the fields when exporting an Invoice.

PSA fields	Xero field
Account	Contact
P.O.Number	Reference number
Invoice Date	Invoice date ( Setting in Setup options )
Due Date	Due date
Tax Item	Sales Tax
Total Price	Total ( auto-calculated based on items and tax)
Grand Total	Balance due
Address	Billing address

Invoice Items 

PSA fields	Xero field
Item Name	Item Code
Description	Description
Quantity	QTY
Unit Price	Unit Price
Total Price	Amount
Taxable	Taxable (Yes/No)

• If the item is taxable in an invoice, the value will be sent to the Tax Rate field in Xero. 
• If it's not taxable then it will be No VAT or Tax-exempt, depending on your company.

Payments 

PSA fields	Xero field
Account	Contact
Payment Date	Payment Date
Reference #	Reference no
Invoice Number	Invoice number
Amount	Amount Received

Related Topic 

Refer to this guide for FAQs | BMS with Xero.