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Xero Integration

The Learner Invoicing Process involves syncing Learners to an accounting application that is supported by Wisenet, so you can generate invoices and syncing them with payments back to Wisenet.

We have performed extensive research into many online accounting applications before we partnered with Xero.  We found that Xero offers an excellent product that is logical and intuitive, has excellent user resources, great support and most importantly, an underlying user centric philosophy that is equal to Wisenet.

At Wisenet we believe that our expertise is in the areas of Learner Management and want to keep it that way without complications of trying to add a complete accounting system into Wisenet. With great products such as Xero, why re-invent the wheel? Working alongside Xero means that we can offer our Customers the best of both worlds. The result is an integrated solution to your Learner and financial data that is cost-effective, intuitive and seamless.  Learn more about Xero’s Features and Tools.

Benefits of Integration

With integration between Wisenet and your choice of accounting application, flow of information is increased exponentially with data updates from Learner Administration (Wisenet) and finance happening only minutes after they have been entered into either system.

 How does it work?

How It Works

Understanding how the integration between Wisenet and Xero works will help you with applying the payment process after you set up your Xero Integration.

Our Integration Platform is designed to allow for optimised workflow and the sharing of data and information between each application.

Overview of Xero IntegrationFinance Process ExampleIssues with syncing?

This is a one-way sync because contact details that are updated in Xero will not sync back to Wisenet.

Once invoicing, such as Credit Notes, Payments, Pre-Payments and Over-Payments, is completed in Xero, you can view the invoice details, including the invoice PDF in the Learner’s record by clicking on Xero Invoices from the Left Navigation Bar in Wisenet.

Learners can also see a copy of their invoice(s) in the Learner App.

All documentation is saved in one place (in Logbook) for quick and easy access.

This is an example of the finance process with Xero Integration.

Xero has a requirement that field ‘ContactName’ must be unique. Therefore to prevent integration issues, this is derived from ‘ContactFirstName’ ‘ContactLastName’ ‘RefInternal’. The only impact this may have is that the ‘ContactName’ is generally the default field used on Xero Invoices. Therefore to avoid having the ‘RefInternal’ field on the invoice you need to create (or modify) a custom invoice template to use the fields ‘ContactFirstName’ ‘ContactLastName’ instead of ‘ContactName’.

Check out how you can troubleshoot syncing issues you may experience with Xero integration and learn more about Xero Field Mapping.

Xero Integration FAQ

How to re-sync invoices to Wisenet


Set Up

As a customer of Wisenet, the Xero Integration license is automatically added to your product and service package with us.  If you already have Xero contacts that should be linked to a Learner in Wisenet you will need to complete the Xero Integration set up and merge records to Xero.  If you do not see the option to connect Xero on the LRM then log a support request.

NOTE: You require Admin access to complete this set up.

1

Connect Wisenet to Xero
  1. Navigate to Wisenet LRM > Settings
  2. On the Left Navigation Bar, Click Connected Apps
  3. You will see a list of all your connected Apps as well as available Apps. Next to the XeroApplication select Connect to begin the authorisation process
    • If connection was successful, it will show in a green message box

See screenshots below for reference only

2

Connect Xero to Wisenet
  1. You will be redirected to a Xero screen, Login to Xero using a username/password that has access to the Xero account that you wish to link
  2. Once logged in, you will be asked to select a Xero organisation if you have multiple ones
  3. Select the Xero organisation that you wish to link to your Wisenet profile and Click the Authorise button
  4. If you are already logged in you will see a popup message asking for access authorisation, Click Allow access for the Xero data that you want to connect to

See screenshots below for reference only

Note: If you do not have any organisation to choose from then your Xero username does not have appropriate access.  You will need to find someone that can help you connect.

3

Confirm Connection

The connection is operational when you see a popup window saying Wisenet is now enabled and you will now be redirected back to Wisenet.  Wait for the Integration page to load again and you will see it showing as Connected next to the Xero Application.

See screenshots below for reference only

IMPORTANT NOTE: If this is the first time you have connected Xero to Wisenet you may need to consider the following:

  • Existing Learners in Wisenet to Xero Contacts
    • Set Learner Sync to Xero – On
    • Wisenet can assist in completing this in bulk
  • Existing Invoices in Xero to Wisenet
    • Only Invoices that are linked to a Xero Contact created by Wisenet can be sync’d back to Wisenet
    • Therefore existing Invoices may need to be moved to the Wisenet Xero Contact using the Xero Merge Contact Process

The Process

Once you have your Learner and Enrolment ready and confirmed, you can follow the steps below:

1

Required Pre-Steps

Please make sure that you have already Set Up Xero Integration and Merge Xero Contacts

2

Add Learner and Enrolment
  • Add a Learner and Enrolment as required

Learn how to Enrol a Learner

3

Sync to Xero

Once Enrolment is confirmed and ready, you can either:

  • Automate the sync using Learncycle, Or
  • Manually sync to Xero through the following steps:
    1. Navigate to LRM > Learners
    2. Search for and open the relevant Learner’s Profile Page
    3. Click on the Personal Details Tab
    4. Click on the Action menu, Select Edit Personal
    5. Then:
      • Either, Scroll and Tick the Checkbox for Sync to Xero
      • Or, Manually Re-Sync Xero invoices by clicking on the Manual Sync button. NOTE: The Manual Sync button is only visisle when:
        • Xero is connected (via Connected Apps) AND
        • ‘Sync to Xero’ checkbox in the Learner profile is ticked.
    6. Click Save

Click on image to view in full

NOTE:

  • It may take a few minutes for the synchronization to occur. Please wait a few minutes and check later.
  • If you have more than 100 Learners we can bulk sync enrolments to Xero for you. Please request this by logging a support ticket.

4

Notify Finance
  1. Notify your Finance team that the Learner has been sync’d to Xero and what they need to invoice
    • This is best done by generating a uReport and sending it via Email
      • Use a general uReport template designed to show relevant Learner and Enrolment that allows Finance to know what to invoice
    • This can be automated by using Learncycle options.

5

Finance to Create Invoices
  • Finance finds Xero Contact and invoices as required

6

Invoices Sync to Wisenet
  • Invoices will automatically sync back to Wisenet against the Learner record (including pdf)
    • This is now visible for admin users and in the Learner App if enabled
  • Any future invoices or payments will be updated in Wisenet

7

How to re-sync Invoices and Learners to Wisenet
  • If you notice that some invoices or learners did not sync you can force a Re-sync.

Learn More: How to Re-sync Existing Learners in Wisenet

  • We will try to answer your most common questions about Xero Integration on the Xero Integartion FAQ page.
  • If you experience syncing errors with Learners or Invoices you can do a Re-sync
    • After you have set up your Xero account with Wisenet, you may need to sync existing records. The steps below outline the requirements:
      • Sync Wisenet Learner records to Xero Contacts
      • This will create a new duplicate record if the Learner already existed in Xero
      • Merge the duplicate Keeping the Wisenet generated Contact
      • Once all the merging is completed the Xero Invoices can be Resync’d which will add them to Wisenet

1

Ensure Wisenet Learners are in Xero Contacts

This step involves syncing the required Learner records from Wisenet to Xero. You can identify a Xero Contact that has been generated by Wisenet by finding the Learner RefInternal number against the Learner. If you do not see this number then it is the old Xero Contact record.

This process will create a new duplicate Xero Contact record if the Learner already existed in Xero. This is required so that you can then merge contacts and keep the Wisenet generated Xero Contact.

There are a number of ways to Sync a Learner to Wisenet.

2

Ensure Wisenet Learners are in Xero Contacts

This step involves syncing the required Learner records from Wisenet to Xero. You can identify a Xero Contact that has been generated by Wisenet by finding the Learner RefInternal number against the Learner. If you do not see this number then it is the old Xero Contact record.

This process will create a new duplicate Xero Contact record if the Learner already existed in Xero. This is required so that you can then merge contacts and keep the Wisenet generated Xero Contact.

There are a number of ways to Sync a Learner to Wisenet.

Click image to enlarge

NOTE:

  • If you merge a Learner in Wisenet it will change the name in Xero to have the new “Merged” name.
  • You will need to ensure that the correct Wisenet record is in Xero and then also merge the records there keeping to correct Wisenet record.
  • You may then need to resync Invoices.

3

Resync Invoices and/or Learner to Wisenet
  1. Go to Settings and then Connected Apps
  2. Select Manage
  3. Please choose the correct option to resync to Wisenet
  4. Complete relevant date range.
    • Note: If this is the first time you are syncing invoices or connecting Wisenet to Xero please choose a date range 1 year prior to your Xero account.

Click image to enlarge

PLEASE WAIT…missing invoices

  • If you do not reconnect to the new Xero you will not see any invoices in Wisenet
  • When you resync due to strict Xero integration limits it may take up to 24hrs for all invoices to re-sync
  • Please let your staff know if they can’t see invoices this may be why
  • If after this period you still are unable to see some invoices please raise a support ticket

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