Setting up a Xero Integration

Before you can export approved hours to Xero from WFM, you’ll need to complete your initial setup.

To set up WFM with Xero, follow the steps in the table.

Step	Related Topic
1. Complete the requirements for the setup.	Prerequisites for Setting up Xero
2. Set up timesheet tracking in Xero.	Setting up Timesheet Tracking in Xero
3. Link WFM items to Xero.	Linking WFM Items to Xero

Step

Prerequisites for Setting up Xero

Before you set up Xero for WFM, complete the following requirements:

In Xero, ensure that you have access to the Payroll Administrator role.
In WFM, ensure that you have access to a Finance Coordinator or higher level of access.

After completing your prerequisites, you can set up timesheet tracking in Xero.

Setting up Timesheet Tracking in Xero

To set up timesheet tracking In Xero:

Go to Xero.
On the top left, click your Xero file name. Click Settings.

Set up tracking categories and options. Refer to the table for specific settings.

Settings	Guidelines
Tracking Categories	Ensure that you set up options.
Category Options	Create one option for each WFM location.
Location	Each location in WFM must be mapped to a tracking category. Tracking categories and options may use the same names as your WFM locations.

Settings

Guidelines

Tracking Categories

Ensure that you set up options.

Category Options

Create one option for each WFM location.

Location

Each location in WFM must be mapped to a tracking category. Tracking categories and options may use the same names as your WFM locations.

For more information, see Set up tracking categories and options at Xero Central.

After saving your tracking categories, assign them to timesheet categories.
1. Go to Settings. Click Payroll Settings.
2. In the Payroll Tracking section, go to Timesheet Categories.
  
  Note:
  When we export approved hours to Xero, the hours worked are allocated against a timesheet category. Do not map this to Employee Groups because these groups do not track hours.
  
  If employees work across two stores, you can track this in Xero if you have one Xero file. Each store’s hours will go to a different tracking category option.
3. From the Region field, select the tracking category that you created.
4. Click Save.
Close Xero.
Go to Workforce Management.
Go to Setup > Integrations > Payroll Integrations > Xero.
Click Link to new organisation.

You’ll be redirected to Xero.
Complete the steps to authenticate your Xero account.

You’ll be redirected to WFM.
From the list that appear on the page, select your Xero file.

After opening your Xero file, you can link items in WFM to Xero.

Linking WFM Items to Xero

To ensure complete integration, you must link multiple WFM items to Xero. You only need to link most items the first time. If you create new employees, wages, or locations, you need to link them to Xero.

To continue linking WFM items, follow the procedure. You should already have your Xero file open on your screen.

To link WFM items to Xero:

From the Xero file page in Workforce Management, go to the Defaults subtab.
Complete the fields based on your setup in Xero.
- Staff employment
  - Default ordinary earnings rate
  - Default payroll calendar
- Superannuation
  - Default superannuation expense account
  - Default superannuation liability account
- Bank details
  
  Statement text – This text appears on the employee's bank statement when they receive payment. WFM is required to send bank account details to Xero.
  
  You are required to enter a statement text only if you have ESS Extended and want to send bank details to Xero.
- Wage revisions
  
  Auto link new revisions – To automatically re-link allowances, penalties, rates, and multipliers from newly created revisions, check the box. WFM generates a notification when a new revision has been created for any linked agreements, regions, or location overrides.
Click Save.
Click the Locations subtab.
From each WFM location field, select the matching Xero tracking category option.

For example, for the Harbour Town -Perth location in WFM, select Harbour Town -Perth from the list of category options.

Ensure you select a timesheet category for each location to ensure that the hours for all locations are exported to Xero.

WFM automatically saves the mapping after you select a category.

If you want to add more tracking category options, you may do so then return to the Xero configuration page to select the option you added.
Link WFM employees to their Xero profiles.

For each Xero file, map the employees who will be paid from that file. You can not map an employee to multiple Xero files.
1. Click the Staff subtab.
2. Beside the name of the employee in WFM, select their corresponding name in Xero.
3. Click Link.
Note:
When you link WFM employees to Xero, WFM applies changes made to employee profiles to their profiles in Xero.

For more information about applying Xero profile changes to WFM profiles and other ways to manage WFM employees for use with Xero, see Managing WFM Employees for Xero.
Map WFM classifications or condition to Xero payroll items. For more information, see Linking Payroll Items in WFM.

If you have multiple locations in WFM and your employees regularly work at multiple locations, you can ensure that WFM transfers these hours to Xero. For more information, see Linking Multiple Xero Files to One WFM Account.

Now that you've completed your integration setup and, if needed, linked multiple files to one account, you can export approved shifts. For more information about exporting, see Exporting Shifts to Xero

General Notices