Xero Integration: Connecting eBev to Xero
Connecting eBev to Xero
A connection between eBev and Xero will allow Sales Orders and Customer Instances to be automatically created in your Xero account, whenever you confirm a trade order in eBev.
All sales orders created will be assigned with an associated customer instance.
How to connect eBev with Xero
- Be sure that you have an eBev Trade Supplier account and have Xero Connect enabled by going to Orders (in the navigation bar) > Order configuration > eBev Xero Connect.
- If you do not have access to eBev Xero Connect, please get in touch with our support team: admin@ebev.com
- If you have access to eBev Xero Connect, please click on "Connect to Xero" and sign in with your account details.
Once you’ve signed in, you’ll need to adjust and configure your connection
Invoice Prefix: this will appear at the beginning of all invoices created by eBev
Sales Account: The account in your Xero in which your eBev revenue should fall into
Delivery Fee Account: The account in your Xero in which your delivery fees should fall into
eBev Fee Account: The account in your Xero where the eBev admin fees should fall into
eBev On Tap Fee Account: The account in your Xero where the eBev on tap fees should fall into. This will appear for suppliers who have only signed up for our On Tap program.
Invoice Branding Theme: Select “Standard” if your Xero doesn’t have any themes
Generate Packing Slip PDF: Select only if you wish eBev will generate the packing slip PDF and upload it as an attachment to the invoice.
Use Xero for Inventory: When selected eBev will validate SKU and check available stock. However, orders will not be prevented from being confirmed in eBev.
Once you have configured your settings, press “save”. Example of you can configure your Xero connection with eBev:
Xero Connect FAQs
What does the Xero integration do?
The integration will allow Sales Orders and Customer Instances to be automatically created in your Xero account whenever you confirm a trade order in eBev. All sales orders created will be assigned with an associated customer instance.
This integration only creates sales orders created in eBev when your Xero has been successfully connected with eBev. Orders created before you connect to Xero will need to be keyed in manually.
What information gets set into my Xero?
For contacts, we send:
- Venue name
- Delivery address
- Delivery contact name
- ABN
For Sales orders, we send:
- Product information (SKU, product name, quantity, and price)
- Associated fees included (like admin fees)
- eBev reference order number
- Respective contact associated with the order
How do payment and admin fees appear in Xero?
Different fees appear in Xero based on how you configure them on eBev. To view or update your current configuration settings, visit our Xero Connect Configuration page.
Can the new contacts created by eBev be mapped with my existing contacts to avoid duplicates?
If you would like us to map any of your existing contacts with a venue on eBev, please provide us with the name and contact ID and we can map them accordingly. This will mean that:
- If a venue has already been mapped, no new contact instances will be created and the sales order will be assigned to the existing contact.
- If a venue has not been mapped, a new contact instance will be created in your Xero and the sales order will be assigned to the new contact.
Does this integration include automated credit notes?
Yes, our Xero Connection does have an automated credit note function. This works by us sending over a credit note against the original sales order and issuing a new sales order with the requested changes. If you’d like us to enable this, please contact us via Live Chat or email: admin@ebev.com.
When and how does data sync occur? Is it manual, automatic, on login, or in real time?
All data syncs happen in real time. This means that as soon as you confirm an order, the sales order and contact should be automatically created in your Xero account almost instantly.
How do I disable my Xero connection with eBev?
Go to the Xero Connect Configuration page in eBev and click on “Disconnect from Xero”. You can always reconnect again by following the instructions above.
If there is an issue with sending a particular order or contact through to my Xero, will I be informed?
Yes. In the rare instance where there is an issue is detected, you will be sent an immediate email. You can also view the logs for your Xero Connect in eBev if you want to see more details.
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