Step by Step Setup Guide

Step by Step Setup Guide

Overview


This guide is designed to give you a detailed and comprehensive rundown of the Zoho CRM 2 Xero extension portal setup process.
If any questions or confusions arise throughout the course of this guide,
please send an email to help@saasplugin.com.au  with details regarding your issues and we will provide you with further assistance.

What happens to your CRM when the extension is effectively installed? 


The installation of the “Zoho CRM 2 Xero” extension will result in new fields being created in your CRM for each of the following modules : 

1. Accounts
2. Contacts
3. Vendors
4. Products
5. Invoices
6. Purchase orders [Note: CRM Purchase order will sync with Xero Bill]

Disclaimer: Some fields will have to be manually set up during the installation, as explained in the “CRM Customization” part of Set Up.
 The rest will be created automatically if the plugin is installed correctly.

An Overview of The Set-Up :

The setup of your plugin can be categorized into 2 stages : 

  1. CRM Customization (Module & Fields): Involves the manual addition of a few fields in the CRM.

  2. Extension Portal Settings: Involves correctly mapping and setting up the extension configurations to enable the sync between Xero and the CRM.


An Overview of the Stages 

  1. CRM Customization (Module & Fields)

You need to manually create or customize a few new fields in following modules :
Product Module
Invoices Module
Purchase Order Module

  1. Extension portal Settings

Step 1: Web Service Settings

Fill up the relevant “Client ID and secret” sections for each app to the extension portal. 

Step 2: Field Mapping
The default fields will map automatically by clicking the “Default Field mapping” button.

Step 3: Status Mapping

Map status for below modules 

  1. Invoices 

  2. Purchase Orders


Step 4: Tax Mapping

Map Tax as per organizational rules.

Step 5: Fetch CRM Records

Step 6: Fetch Xero Records

Step 7: You can run the synchronisation after you have fetched all the records from Zoho CRM and Xero.
Our extension provides both manual/instant and schedule/automatic sync. 






CRM Customization (Module & Fields) 


To ensure your Zoho CRM’s compatibility with our sync, specific fields will need to be added to your CRM.
 Most of these will be automatically done during the extension’s set up but a few will require manual configuration:

To begin, open up the Module & Fields Settings in the CRM : 

Path: CRM Settings> Customization> Module & Fields

Then follow the next few Configurations to successfully prepare the CRM for the integration.

1. Products Module 

Setting the Tax Rates for Products as per your organization/country rules


Path: CRM Settings> Customization> Module & Fields > Products > Layouts > Specific Product Layout
> Price Information > Tax > … > Customize Tax Rate > Save

Go to the Price information section of your Product module (1) and follow the path, head to Tax (2)
Customize Tax rate (3) as per your organization’s rules (4) and Save (5) the information.



2. Invoices Module

Configuring fields in the Invoice Module.

Common Path : CRM Settings> Customization> Module & Fields > Invoices > Layouts > Specific Invoice Layout
 

  1. Add an Auto-Number field : “Invoice No.”  

  • Drag an Auto-Number Field into the Invoice Information Section as shown in the screenshot below.
    Path: Specific Invoice Layout > New Fields > Auto-Number > Invoice Information




  1. Configure the Field as follows and as shown in the screenshot below:
    Rename the Field :     “Invoice No” 

Set the invoice prefix to : INV -
Set Starting Number to : 1
TICK - Also update existing records. 











  1. Delete the “Invoice Number” field.
    Path: Specific Invoice Layout > Invoice Information > Invoice Number > … > Remove Field




  1. This step only applies if you're using the Branding theme and Tracking Category in your invoices. These fields need to be manually created as well :


  1. Drag two Picklist fields from the New Fields Menu to the Invoice Information Section and rename them to Branding theme and Tracking Category respectively.
    Path : Specific Invoice Layout > New Fields > Pick List > Invoice Information

Branding Theme field configurations - 

Field Label - Branding theme
Pick List Options - Add your Branding theme options here

Tracking Category field configurations -

Field Label - Tracking Category
Pick List Options - Add your Tracking Category  options here







  1. Make sure the “Modified by” field is Active





3. Purchase Orders Module 

Configuring fields in the Purchase Order Module

Common Path : CRM Settings> Customization> Module & Fields > Purchase Orders > Layouts >
 Specific Purchase Order Layout


  1. Add an Auto-Number field: ”Purchase Order Number”  


  • Drag an Auto-Number field into the Purchase Order Information section
    Path : Specific Purchase Order Layout > New Fields > Auto-Number > Purchase Order Information 

  • Configure the Field as follows and as shown in the screenshot on the right: 

Rename the Field : “Purchase Order Number” 

Set the Prefix to : “PO - “
Set Starting Number to : 1
TICK - Also update existing records.











  1. Delete “PO Number” field.


            Path: Specific Purchase Order Layout > Purchase Order Information > PO Number > … > Remove Field


      
      c. Make sure the “Modified by” field is Active.



    And with that, your CRM is ready and designed to enable the sync !

    Extension portal Settings


    This next step involves setting up the extension around your Zoho CRM & Xero
    profiles to     guarantee the primary functionality and effectiveness of the sync.


    To begin, please use the Zoho CRM 2 Xero portal to login to the extension interface. :     https://xero2zoho.saasplugin.com.au 



    Note : Your login credentials should have been emailed to you on installation of the extension. If you do not have these credentials yet, please contact help@saasplugin.com.au

Step 1 : Web Service Settings

Connecting the Zoho CRM 2 Xero extension to your specific Zoho CRM & Xero applications through the extension portal.
Common Path: Zoho CRM 2 Xero extension > Settings > Web Service Settings



  1. To fill up the Xero Credentials (3) section in the Webservice Settings (2) :
    Path: Webservice Settings > XERO Credentials


    1. Create an “App” in your Xero developer space and configure it as follows :
      Path: Xero Developer > My Apps > New App


  1. Obtain Client ID & Client Secret :
    Path: Xero Developer > My Apps > New App > Add a new app > Configuration > Client ID / Client Secret

  2. Fill in relevant details and configurations as follows :
    Path: Zoho CRM 2 Xero Portal > Settings > Webservice Settings > Xero Credentials

  • Configurations :
    Client ID & Client Secret based on Xero App Details
    Time Zone : UTC
    Overwrite Xero Invoice # :  NO 

  1. To fill up the Zoho CRM Credentials (4) section in the Webservices Settings :
    Path: Web Service Settings > Zoho CRM Credentials

  1. Create an “App” in your Zoho CRM Developer Console and configure it as follows:
    Path: Zoho CRM Developer Console > Client Type > Server-Based Applications > Create Now


  • Select Server-Based Applications on the Client Type selection menu



  1. Obtain Client ID & Client Secret
    Path: Zoho CRM Developer Console > Client Type > Server-Based Applications > Create Now > Client Secret

  2. Fill in relevant details and configurations as follows :
    Path: Zoho CRM 2 Xero Portal > Settings > Webservice Settings > Zoho CRM Credentials

  • Configurations :
    Client ID & Client Secret based on step 2(b)

     Settings : 



Note: You cannot use both (Item-based and Total based) in your CRM at the same time.
You can use only one for your CRM either it is Item-based or Total based; both types cannot work at the same time. 

CRM time zone: Your CRM time zone


3. Set the Log Retention (5) period
    Path: Web Service Settings > Settings

  1. Log Retention (days)*: default is 7-14; This is for how long you want to keep your data saved here. 

  2. Cut-off Time: Select your desired date from the available dates on the calendar ;
    This is for the day you want the sync to begin.

4. Set up Notification Emails (6) to notify you when syncs occur via email
    Path: Web Service Settings > Notifications


5. Save Settings (7)
    Path: Web Service Settings > Save Settings

6. After the settings have been saved, the Webservice settings need to be connected to Xero and Zoho CRM (8-9)

  1. Connect to Xero :
    Path: Web Service Settings > Xero Credentials > Connect To Xero


  • Follow the 3 steps picture below to give the extension access to your Xero account :



  1. Connect to Zoho CRM :
    Path: Web Service Settings > Xero Credentials > Connect To Xero


  • Allow Zoho CRM Access to the extension in the pop up that follows.




7. Complete Default Field Mapping  (10)
    Path: Web Service Settings > Complete Default Field Mappings .




Note : This feature will allow you to automatically map all the default fields between your Zoho CRM and Xero accounts.



Step 2 : Field Mapping


Fetching the relevant fields from both CRM & Xero and mapping them via the extension portal.
Common Path: Zoho CRM 2 Xero Portal > Settings > Field Mapping

If you ticked off the “Complete Default Field Mapping” stage in Step 1, all the default fields are already mapped.
All that’s left is to map the separately configured fields created during the “CRM Customization” part of the setup.

Note: This does not include the Products Module as the fields’ settings were only adjusted and nothing new was created,
and the Purchase Orders Module as the fields configured is automatically synced through the backend.

Invoices Module Fields Mapping : 

Path: Field Mapping > Invoices

Here, you need to map all fields created in the Invoices Module during the CRM Customisation.
This includes the following : 

  • Invoice No.

  • Branding Theme (only if this field was created during CRM Customisation)

  • Tracking Category (only if this field was created during CRM Customisation)


To successfully map these fields, 

  1. Fetch CRM Invoice Fields (1)

  2. Fetch Xero Invoice Fields (2)

  3. Create Mapping or set Default Value (3)


  1. Manually mapping the previously configured Zoho CRM Fields with their relevant Xero Fields :
    Invoice No. ->     Invoice Number
    Branding Theme ->     Branding Theme
    Tracking Category ->     Relevant Tracking Category 




  1. Save Field Mapping




Step 3: Status Mapping


Fetching relevant statuses from both your Zoho CRM and Xero and mapping them through the extension portal.
Common Path: Zoho CRM 2 Xero Portal > Settings > Status Mapping 


  1. Invoice Status Mapping :
    Path: Status Mapping > Invoices
     

  1. Fetch CRM Invoices Statues (1) 

  2. Fetch Xero Invoices Statues (2) 

  3. Create Mapping (3)


  1. Map the relevant Zoho CRM Status Fields to the Xero Status Fields.

    Note: This stage will vary based on your business processes and preference, so there
    is no specific configuration here that will impact the sync. That said, the image below is an example of how a set of configurations can be set up and is intended to be used as a reference only.




  1. Save Status Mapping


  1. Purchase Orders Status Mappings
    Path: Status Mapping > Purchase Orders

  1. Fetch CRM Purchase Orders Status.

  2. Fetch Xero Purchase Orders Status.

  3. Create Mapping.

  4. Map the relevant Zoho CRM Status Fields to the Xero Status Fields.

Note: This stage will vary based on your business processes and preference, so there
is no specific configuration here that will impact the sync. That said, the image below is an example
of how a set of configurations can be set up and is intended to be used as a reference
only.




  1. Save Status Mapping.



Step 4: Tax Mapping


Fetching the relevant Tax Fields from both Zoho CRM and Xero and mapping them through the extension.
Common Path : Zoho CRM 2 Xero Portal > Settings > Tax Mapping 

  1. Fetch Xero Taxes 

  2. Fetch CRM Taxes 

  3. Map the Xero Tax Codes to the relevant CRM Taxes: Mapp with CRM Taxes 


Note : This stage will vary based on your business processes and preference, so there is
no specific configuration here that will impact the sync. That said, the image above is an example 
of how a set of configurations can be set up and is intended to be used as a reference only. 

  1. Save Taxes Mapping. 


Step 5: Fetch CRM Records


Fetching the CRM Records for the relevant modules in the CRM.
Common Path : Zoho CRM 2 Xero Portal > Settings > Fetch CRM Records

To fetch the records : 

  • Click Refresh for each module to collect the data relevant to it. 

Note: The data will automatically be fetched every 3 hours once the extension is set up.
 





Step 6: Fetch Xero Records

Fetching the Xero Records for the relevant modules in the Xero.
Common Path : Zoho CRM 2 Xero Portal > Settings > Fetch Xero Records

To fetch the records : 

  • Click Refresh for each module to collect the data relevant to it. 



Note: The data will automatically be fetched every 3 hours once the extension is set up. 


And that’s it. Your Zoho CRM 2 Xero extension is all set up and ready to push your records between your Zoho CRM & Xero !

For reference, the data transfer channels utilised by our extension is as follows :
 




Zoho CRM 2 Xero Extension Setup Complete!



Running the Sync


Once the extension is set up and ready to go, you have a couple of options when it comes to syncing : 

  1. Manual Sync

  2. Auto Sync

The Manual Sync

Here, your data can be instantly synced for your Accounts, Contacts, Vendors, Products,
Invoices and Purchase orders modules with the “Xero to CRM” and “CRM to Xero” sync modes.
These modes can also be activated so the data push can occur both individually and simultaneously. 

You can further specify the time frame of the sync by toggling the settings under the Sync Options menu.




Auto Sync

Apart from manually triggering syncs to take place, Auto Syncs can be scheduled, 
and through this option, you can run the sync up to 10 times a day for all the modules in the sync
(Accounts, Contacts, Vendors, Products, Invoices, Purchase Orders modules).
This option also utilizes the “Xero to CRM” and “CRM to Xero” sync modes so both unidirectional and bidirectional syncs can take place.

Once you set the auto-sync time please follow the below steps

  1. Turn on the auto-sync switch

  2. Select the period and time of the sync process

  3. Select Module names

  4. Select sync Mode

  5. Select Sync Options

  6. Notification: Email

Save auto Sync Settings




Contact us:

Thanks for setting up our extension. If you have any more queries please contact us at -

+61280912121
help@saasplugin.com.au



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