Integrate with Xero using Zynk

The following information is provided to Xero via Zynk for your customers:

The following information is provided to Xero via Zynk for your Invoices:

The following information is provided to Xero via Zynk for your Credit Notes:

The following information is provided to Xero via Zynk for your transactions:

Merge Negative Invoice Items Into Positive

For finance systems that cannot handle negative numbers, this flag rolls the value of discounts into the positive-valued items, the discount line items will be exported as (£)0. For example an Invoice containing a Course item for £100 and a Discount item for £10 would be pushed into Xero as a £90 Course and a £0 Discount.

Default Nominal Code

This Nominal Code will be used for any Invoice Items that are missing a Nominal Code, and for any Invoice Items that are not Courses or Products & Services, if it is empty then 200 will be provided as the Nominal Code instead for this purpose.

Default Transaction Nominal Code

This Nominal Code will be used for any Transactions that relate to Invoices that contain multiple Nominal Codes.

If it is empty then 970 will be provided as the Nominal Code instead for this purpose.

Before starting the integration process to connect accessplanit with your Xero account, you will have been provided with a specification form by your Customer Success Manager.

Please complete this form and contact your CSM to discuss the nature of the integration before proceeding. 

There are several checks to make to be sure you are ready to start integrating:

1. Set up your Nominal Codes using Custom List Items

2. Review the Configurable Options for the integration and work with the accessplanit team to set these

3. Configure your Tracking Categories (if you require them)

A trial of Zynk can be obtained from the following website: http://zynk.com/download-trial/

Once you have completed the form, you will receive an email with your Licence Key and a link to download Zynk, click this link to go to your Browser and Download Zynk.

Once you have downloaded and installed Zynk you’ll be asked for your Licence Key.

Click Activate to open Zynk.

1. Sign up for a Xero trial at https://www.xero.com/uk/signup/

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2. Once you have signed up, you’ll then need to complete a small form with your company’s information, then click on ‘Start Trial’. 

Please note

You can use the demo company if you like, as a fresh organisation makes it clearer to see if data has been imported. However, doing this rather than connecting to your actual organisation means that you’re not testing nominal code/bank account links.

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3. You will then need to set up a Developer Account for Zynk at https://developer.xero.com/myapps/

   1. Click "New App" in the top right of the page. 

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   2. Add a name for your application, such as "accessplanit integration" or "Zynk integration" 

   3. In the "Company or Application URL" enter “https://zynk.com ”

   4. Leave the "Privacy Policy URL" empty. 

   5. In the "OAuth2.0 redirect URL" enter “https://zynk.com ”

   6. Finally, click the "Create App" button. 

4. Now click the "Generate A Secret" link, once generated, you'll need to copy the "Client ID" and "Client Secret" details, these will be added into your Zynk connection later.

1. Within Zynk, open the ‘File’ menu and select 'Import'

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2. Click ‘Browse’ and select the Template Workflow provided by accessplanit.
   If you have not yet been provided with this please speak to your Implementation Manager or your Customer Success Manager

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3. Double Click on the Xero Workflow to open the settings for this workflow.

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4. Move onto the next steps to configure each element of the workflow.

1. Click on one of the Upsert tasks

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2. You will now be able to access to the ‘Xero Connection’ option on the right.

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3. Click in the option and click the ‘New’ button

4. Give the connection a name such as “Xero Connection” and continue

5. Supply the Client ID and Client Secret keys you copied from Xero earlier

6. To get a Refresh Token, click ‘Generate’ after entering your Client ID and Client Secret keys.

7. Select an Organisation from the list, if none appear, click the refresh button. 

8. Click ‘Finish’ and your connection is set up!

1. Click on the first HTTP Task

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2. Within the settings on the right, add the following URL, make sure you change the ‘your system name here’ to your platform’s name and change the encrypted code. Your implementation manager will be able to provide you with your encrypted code!:

   https://yoursystemnamehere.accessplanit.com/accessplansandbox/services/sageintegration.asmx/GetInvoices?encrypted=1234567890123456789mode=2

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3. Please be careful when inputting URLs into Zynk as it will not check what you have entered is correct.

   If you are unsure, copy and paste your platform’s URL up to:

   https://yoursystemnamehere.accessplanit.com/

   You will then need:      /accessplan/ or /accessplansandbox/
   depending on if you are using the sandbox or live environment (you may begin with the sandbox and switch to live later!)

   Then add:         /services/sageintegration.asmx/GetInvoices?encrypted=

   Then add the encrypted ID for your training provider which your Implementation Manager or CSM at accessplanit will provide to you, followed by

   &mode=2.
   
   

1. Click on the last HTTP Task

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2. Change the options in the right panel as follows

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3. Within the settings on the right, add the following URL. Make sure you change the ‘your system name here’ to your platform’s name and change the encrypted code to the same code provided in HTTP Task 1 https://yoursystemnamehere.accessplanit.com/accessplansandbox/services/sageintegration.asmx/GetInvoices?encrypted=1234567890123456789&dm=2&changeExportStatus=1&mode=2

   Note that if you want to keep testing the output from accessplanit, rather than only new customers/invoices/transactions created since the last export, you should use the following URL instead which resets the last export date so that the same invoices and customers are included each time:
   https://yoursystemnamehere.accessplanit.com/accessplansandbox/services/sageintegration.asmx/ResetLastExportTime?encrypted=1234567890123456789&dm=2&mode=2
   
   

4. Save your Workflow

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