Xero integration

By integrating your TryBooking account with Xero, TryBooking will post a reconciled bank transaction to Xero for each:

• Ticket Booking
• Ticket Refund
• Donation via Fundraising Pages
• Donation refund via Fundraising Page
• Gift Certificate Purchase

The integration is one way, and the above will be posted to Xero automatically.

We will not post to Xero

• Gift Certificate Redemptions
• Bank Transfers

This article covers:

1. How to set up your Xero integration
   • Step 1: Connecting your Xero account to your TryBooking account
   • Step 2: Selecting a Xero Bank Account
   • Step 3: Mapping TryBooking fields to Xero accounts
   • Step 4: Enabling GST
   • Step 5: Override the Xero account code or tracking code for each ticket type
2. How the Xero integration works
   
   • Manually posting bank transfers
3. FAQs and Troubleshooting

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Set up your Xero integration

Those with the role of Account Owner or Finance User will have permission to set up and manage the Xero integration. To view these roles and their permissions see: Setting Up and Managing Team Members

Step 1: Connect your Xero account to your TryBooking account

To connect your TryBooking account to your Xero account:

1. Login to your TryBooking account
2. On the left menu, select Dashboard
3. On the left menu, select Xero integration under Integration tools
4. On the Xero integration page, click Connect to Xero
5. You'll be directed to Xero where you can log in, select an organisation and give TryBooking permission to post your Xero account
6. Once you've given TryBooking permission to post to your Xero organisation, you'll be redirected back to TryBooking

 

Step 2: Selecting a Xero Bank Account

In order for TryBooking to send booking transactions to Xero, you must first select a Xero Bank Account, this is a mandatory field. We strongly recommend setting "TryBooking" as the Bank Account. Click here to learn how to create a Xero Bank Account.

We strongly recommend creating a Bank Account within Xero named "TryBooking", then treating this as an external bank account. This means that the balance in your TryBooking account should match the balances in your "TryBooking" Bank Account within Xero.

 

Step 3: Mapping TryBooking fields to Xero accounts

The following components of a booking transaction are sent as line items of a bank transaction:

TryBooking Field	Description
Ticket Sales	Each ticket type will be a separate line item. Ticket Sales will include booking first name and last name, event name and ticket type for paid tickets only.
TryBooking Fees	The processing fees if paid by the event organiser will be posted as a line item
Donations	Donations made by ticket buyers on an event will be posted as a line item
Gift Certificates	Separate line items will be posted when a gift certificate is purchased, redeemed and refunded
Promotions/Discounts	The promotion name and value of discount will be posted to Xero

To map a TryBooking field with a Xero account:

1. Select the Xero Account dropdown and click on the appropriate Xero account. It's mandatory to map all TryBooking fields to Xero accounts. Your integration will not work otherwise
2. If you have set up tracking codes within Xero, you can also choose to map tracking codes to your TryBooking fields in this section. If no tracking codes have been set up, this column will not be displayed
3. Once all the fields and Bank Account are mapped, click Save
   The integration with Xero and TryBooking is now live

 

Step 4: Enabling GST (not mandatory)

Unless you have input your ABN/VAT/GST/IRD number and enabled GST/VAT on your account, all line items will be input into Xero as BAS or Tax Excluded.

How to update your tax details within TryBooking:

1. From the Account Dashboard, click on Account Settings
2. Scroll down to Tax Details, enter your ABN/VAT/GST/IRD number
3. Select Enable GST/VAT
4. Click Save

 

Step 5: Override the Xero account code or tracking code for each ticket type (not mandatory)

With the mapping of the TryBooking fields to Xero accounts complete at the account level, you will have the option of overriding the Xero account at the ticket level. 

If you have set up tracking codes within Xero, you may choose to select a different tracking code for each ticket type you create on an event, this will override the default tracking code you have set for ticket sales.

To override the Xero account or tracking code at the ticket level:

1. Click Dashboard from the left menu
2. Under Manage Events Overview, click on the name of your event
3. Select Pricing Groups (Ticket Prices), then click on the name of the Pricing Group you wish to edit
4. Click on the name of the ticket you to apply the override
5. Navigate to the Xero tab
6. Select the desired Xero account and/or tracking code(s) from the drop-down fields
7. Click Save

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How the Xero integration works

The Xero integration is one way and works by posting a sale or refund as a reconciled bank transaction. The following table shows you the typical journal for each transaction type and whether the transaction will be posted automatically to Xero or not.

Transaction Type	Typical Journal	Integrated
Sales transaction (paid tickets only)	Debit Bank Credit Sales Credit GST Payable (if enabled) Debit Processing Fees	Yes
Refund transaction	Credit Bank Debit Sales Debit GST Receivable (if enabled) Credit Processing Fees	Yes
Donation Via Fundraising Pages	Debit Bank Credit Sales Debit Processing Fees	Yes
Donation Refund Via Fundraising Pages	Credit Bank Debit Sales Credit Processing Fees	Yes
Gift Certificate purchase	Debit Bank Credit Liability (100%) Debit Processing Fees	Yes
Gift Certificate Redemption	Credit Sales Credit GST Payable Debit Processing Fees Debit Liability	No
Bank Transfer	Debit Bank (CBA, NAB etc) Credit TryBooking	No

When tickets are sold / bookings are made the balance of your TryBooking account should increase (as would the bank account within Xero), conversely when refunds are processed the balance of these two balances will likewise decrease.

 

Manually processing bank transfers

The only expected manual step is when funds are withdrawn from TryBooking via the bank transfer process. Once these are processed by TryBooking it will not be reflected within Xero meaning the balances will not align. 

To reconcile the bank transfer in Xero:

1. With the transfer request completed in TryBooking, once the physical cash lands in the actual bank account, it will reflect in your Xero Account. 
   
   In Xero, complete an internal bank transfer of this money from your "TryBooking" Bank Account to your "general" bank account e.g. ANZ, NAB, CBA etc
   
2. The "Trybooking" bank account will now show an imbalance between the Statement value and the Bank Statement value due to the transfer to the "general" bank account being unreconciled
   
3.  Open the transfer transaction marked as unreconciled
   
   
   
4. From Options select Mark as Reconciled 
   
   
   
5. The balance will now show as reconciled
   

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FAQs and Troubleshooting

Why are my exports failing?

Xero exports can fail for a number of reasons. One of these may be that a mapped Xero account has been deleted or edited, this can happen if changes are made to an account within Xero. If there is an error, TryBooking places all failed exports into a queue.

To post queued bookings to Xero:

1. Login to TryBooking
2. On the left menu, click Dashboard
3. On the left menu, under Integration tools, select Xero integration
4. In the Map account section, ensure that all TryBooking fields are mapped to Xero accounts
5. Once changes are made, click Save
6. Click Manual Export
7. Once the export is complete, the account holder user will receive a confirmation email

Another reason why exports could fail is from time to time the connection between TryBooking and Xero can go offline. Once the connection is live again, you can manually export your failed exports

 

How do I disconnect my Xero account from my TryBooking account?

If you no longer wish to export bookings from TryBooking to Xero, you can disconnect your integration.

To disconnect:

1. Login to TryBooking
2. On the left menu, click Dashboard
3. On the left menu, under Integration tools, select Xero integration
4. In the Connect to Xero section, click Disconnect Xero

You can also disconnect your TryBooking Xero integration within Xero's settings.

 

I connected my TryBooking account to Xero, and now it says my integration is disconnected within TryBooking

As you can disconnect integrations within Xero itself, sometimes this may mean that your integration is accidentally disconnected.

You can simply reconnect to Xero using the instructions above, if there were any bookings made in the time the integration was disconnected you can do a manual export

1. Remap your Xero Bank Account and Xero Account Codes
2. Click Save
3. Click the Manual Export button
4. Once the manual export is complete, your admin user will receive a confirmation email

 

What do I do when my manual export fails?

If your manual export fails, firstly please ensure that the Xero Bank Account and Xero Account Codes are correctly mapped and saved plus the accounting periods which you are trying to post to are not closed.

If your exports are still failing, please get in touch with our local support team at info@trybooking.com.

If you are trying to post to a closed accounting period and don't wish to open them your options are to contact us and we can delete from the pending transactions.

 

The bank account or Xero account I want to use isn't showing as a possible option

If the bank account or Xero account isn't showing as a possible dropdown option, try pressing the Refresh Accounts button to refresh the options in these lists. If the account is still not showing, please speak with your Xero administrator as only unlocked and unarchived accounts will display in this list.

 

How do I create a TryBooking Bank Account within Xero?

Within Xero:

1. Select Accounting on the top menu then select Bank Accounts
2. Click the Add Bank Account button
3. Enter 'TryBooking' for the Bank Account Name
4. Click Add it anyway
5. Enter 'TryBooking' into the Account Name
6. Choose Other for Account Type
7. Enter 0's for the BSB and Account number
8. Click Save

We recommend that you ensure the balance of your dummy TryBooking account within Xero matches your actual TryBooking balance.