Xero Integration - Scope, limitations and alternatives

Article author
Armon Lotfi
  • Updated

What is the purpose of the article?


This article outlines the range of actions available with the Xero integration. Where actions are not supported by the integration, it also sets out suggested alternative actions.

The article also goes on to note further important points about scope, limitations and the implications of action to record or update information.

 

What actions are possible with Xero Integration?


The table summarises the different actions and whether they are possible through the integration.

Action

Is it possible? (Yes/No)

Sending an invoice over to Xero

Yes
Making a payment on an invoice Yes

Refunding a payment on an invoice once it has been marked as sent

(Through a negative payment)

No
Raising a credit note on an invoice Yes
Raising Negative Credit Notes No
Shortfall Payment No
Matching Pre-payments Yes

Refunding a Pre-Payment 

(Through a negative payment, once the pre-payment was matched on the invoice)

No

Sending data from Xero to Meddbase

No

 

What alternative actions can you take?


For some of the actions not supported, there are alternative steps you can follow. These are summarised in the sub-sections below.

 

Steps to refund a payment on an invoice once it has been marked as sent


There are two ways to refund a payment on an invoice once it has been marked as sent. Option 2 noted below follows the recommendation by Xero on their support page.

 

Option 1:


1. Turn off Xero

2. Go to the invoice in Meddbase

3. Navigate to Actions > Payments > Make Payments

3. In the Make payment dialogue that appears

3.1 Add a negative payment value

3.2 Make further changes as required (e.g. Payment method)

3.3 Select Save

3.4 In the Warning dialogue that appears, click on Yes to confirm the entry

 

    Please note: The refund will process in Meddbase. However, in doing this, it will not update on Xero's side as the integration was switched off.  

 

Option 2:


1. On Xero, navigate to the invoice

2. Remove the payment that was made by clicking on the cross

Action_in_Xero_-_Showing_action_to_remove_Credit.png

You will notice that a refund box appears underneath the invoice. From here

3. Make a refund of the full amount.

Make_a_cash_refund_in_Xero.png

4. Go to the invoice on Meddbase

5. Navigate to Actions > Raise Credit Note

Actions_menu_for_invoice_-_Raise_Credit_note_sub-menu_selected.png

5.1 In the Add Credit Note dialogue that appears, you should be able to raise for partial and full amounts of the invoice services

5.2 Enter the Type (reason for credit note)

5.3 Then Save

Add_Credit_Note_dialog.png

5.4 In the Warning dialogue that appears, click on Yes to confirm

Warning_dialog_that_appears_when_confirm_add_credit_note.png

 

Steps to refund an unmatched Pre-payment


To do this:

1. Navigate to the advance payment on the patient appointment

2. Select the payment

Select_Advance_payment_on_payment_appointment.png

3. In the Payment dialog, select the Match button

Select_match_option_in_payment_dialog.png

3.  In the Match Invoices dialog that appears

3.1 Click on the Refund unmatched payment tickbox

3.2 Then click on OK

Match_invoices_window_-_with_refund_unmatched_check-box_ticked.png

4. Back in the the Payment dialog, click on Save

payment_screen_showing_matched_with_value_of_refund_payment.png

The refund is recorded.

 

Steps to refund a matched Pre-payment on a sent invoice to Xero


To do this:

1.  On Xero, navigate to the invoice and remove the payment that was made by clicking on the cross

Xero_-_navigate_to_invoice_and_show_action_of_removing_credit.png

You will notice that a refund box appears underneath the invoice. From here

2. Make a refund of the full amount.

Xero_-_Make_a_refund_of_the_full_amount.png

 

3. Go to the invoice on Meddbase

3.1 Go to Actions > Raise Credit Note

Actions_menu_for_invoice_-_Raise_Credit_note_sub-menu_selected.png

3.1 In the Add Credit Note dialogue that appears, you should be able to raise for partial and full amounts of the invoice services

3.2 Enter the Type (reason for credit note)

3.3 Then Save

Add_Credit_Note_dialog.png

3.4 In the Warning dialog that appears, click on Yes to confirm 

Warning_dialog_that_appears_when_confirm_add_credit_note.png

 

What else is important to note about integration, configuration and actions?


To summarise some key points, and emphasise points made above, below are some further notes about scope, actions and configuration constraints. 

No Important point of note

 1. 

Sending data from Xero to Meddbase is not supported in the Interface.

 2.

Due to the way Xero handles service matching, Service and appointment type setup should remain unchanged while the integration is up and running. Rather than making changes to existing appointment types and services, we recommend creating new ones with unique properties and deleting the old ones.

 3. 

Once actions are made in Meddbase, they are non-reversible. Where the integration is activated and data is pushed to Xero, changes to reverse out the effect of the action will require manual action by you.

 

Review date


This article was last updated on 4 August 2021 in the context of Meddbase version 1.245.0.32246.