1. Employee Management
  2. Employees
  3. SuitePeople Workforce Management
  4. Workforce Management Payroll
  5. Xero
  6. Linking Multiple Xero Files to One WFM Account

Linking Multiple Xero Files to One WFM Account

Note:

If you have only one Xero file that is set up with timesheet tracking category options matching WFM locations, no further actions are required.

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.

If you have separate companies or ABNs for each location and use separate Xero files for them, you can link them to one WFM account. This account can capture all of your locations, so you can link the account to any employee record and ensure that you track their work across multiple locations.

The benefits of linking multiple Xero files or locations to one WFM account include:

Before you begin linking Xero files, ensure that you have the correct access level so you can authorize access for each file.

To link multiple Xero files to one WFM account:

  1. Go to Workforce Management.

  2. Go to Setup > Integrations > Payroll Integrations > Xero.

  3. Authenticate the Xero files you must link to the WFM account.

    1. From the Setup menu, click Link to new organisation.

      You’ll be redirected to Xero.

    2. Complete the steps to authenticate your Xero file.

      You’ll be redirected to WFM. The file you authorized is available from the dropdown field following the Link to new organisation button.

    3. Repeat Steps 3 and 4 for each Xero file you must link to the account.

  4. Configure the settings for each Xero file.

    1. From the Setup menu, select the first Xero file from the list.

    2. Configure mapping and options by linking WFM items to their corresponding settings in Xero. For more information, see Linking WFM Items to Xero.

Guidelines for Linking Multiple Xero Files in WFM

To ensure proper integration, note the guidelines.

  • General

    Correctly map the items in the Defaults, Agreements, and Locations subtabs. Ensure all of these options are correct for each Xero file. In general, the mapping on each Xero file are the same.

  • Locations

    • Map locations to timesheet tracking category options. Each Xero file needs timesheet tracking setup so WFM can successfully send times to Xero.

    • Use tracking categories to track accurate allocation and reporting of employee hours and wages.

    • Each of the options that you set in timesheet tracking in each Xero file should match all locations you have in Xero.

  • Employees

    • In WFM, do not map an employee to multiple Xero files. Map each employee to only one Xero organisation. By mapping an employee to one organisation, you ensure that Xero applies superannuation correctly.

    • Map employees to their primary work location.

    • Ensure that employee costs are applied and cross-invoiced to the correct Xero file.

  • Export

    • Exporting staff approved hours works the same as when you're mapped to a single Xero file. After you've completed your payroll checks and mapped employees to Xero, you can click Export on the Xero configuration page.

    • WFM exports all staff shift data for the same pay period and frequency at the same time.

    • You do not need to run the export for each Xero file. You only need to click Export once, and WFM creates the draft payruns in all your Xero files and exports the hours.

    • If you have multiple pay frequencies of different pay periods for each file (or even in the same file) you'll need to run the export for them separately.

      For example, if you have a weekly calendar starting on Monday at one Xero file and a two-week or fortnightly calendar starting on the first Tuesday of the month for other locations, first run an export for the weekly calendar. When that export is complete, run another export for the two-week or fortnightly calendar.

General Notices