When you synchronise an Invoice, Stellarise Connector for Dynamics 365 and Xero picks up and synchronises Accounts, Contacts and Invoices from Microsoft Dynamics 365 to Xero and syncs back the calculated tax, Invoice status, amount outstanding and overdue amount from Xero to Dynamics.
The Stellarise Connector view for a Dynamics Invoice
The Stellarise Solution for Microsoft Dynamics 365 adds new functionality to your Dynamics instance. To see the Stellarise Connector for Dynamics 365 and Xero related information, create a new invoice in Dynamics 365 and change the View using the form selector.
Invoice on the Unified Interface
After you have selected the Stellarise Connector view, you will see three new sections; Stellarise Connector, Xero Details and Sync History.
Stellarise Connector
This holds the values that will controls how Stellarise Connector will create the invoice.
Stellarise Connector section on Unified Interface.
Field | Description |
---|---|
Stellarise Connector | The Stellarise Connector to use to synchronise the invoice to Xero. It's possible to install multiple Stellarise Connectors if you have a situation where you have a single Dynamics instance but multiple trading companies, each with their own Xero. |
Invoice Type | Sales Invoice, Purchase Invoice, Credit Note. |
Line Amount Types | Exclusive or Inclusive. This refers to the Invoice Amount and whether or not it is inclusive or exclusive of Tax. |
Branding Theme | The Xero Branding Theme to apply once the invoiced has been synchronised. |
Bundled product header only | If Yes, Stellarise Connector sends only the Product Bundle with the price and will ignore all related invoice lines in Microsoft Dynamics 365. If No, Stellarise connector sends all invoice lines from Microsoft Dynamics 365 to Xero. The Product Bundle will be created with quantity and price. The child lines will be synchronised as description only to Xero. |
Send email from Xero | If the email sending is enabled under Stellarise Connector Settings, the user can control the email sending for each invoice by using this option. When new invoice created the value from Stellarise Connector Settings will be copied to the invoice automatically. |
Xero Details
The "Shadow Entity" that holds the Stellarise Connector synchronisation state for the Invoice and Xero synchronisation details.
Xero details section in Unified Interface.
Field | Description |
---|---|
Invoice ID | Reference to the corresponding Microsoft Dynamics 365 Invoice. |
Xero Invoice Number | Shows the invoice number in Xero once the invoice is synchronised. |
Xero Invoice URL | A clickable URL populated when the invoice is transferred to Xero that allows you to directly open the corresponding Invoice in Xero. |
Export Status | No, Yes, Failed. 'No' is the default status and means that the invoice has not yet been synchronised. 'Yes' means that the invoice has been synchronised and 'Failed' means that the invoice has tried to be synchronised, but something went wrong. |
Export date | The date when the invoice was successfully synced with Xero. |
Owner | The owner of the Dynamics entity, a standard Dynamics field. |
Sync History
Sync History gives an audit of attempts to synchronise the invoice with Xero. It contains the steps and actions performed on the invoice during its synchronisation.
Your first Invoice
Synchronising your first invoice from Dynamics to Xero does not involve you re-keying anything into Xero, whatever you have in Dynamics will be transferred to Xero.
You just need to pay attention to a couple of things, that will help you in understanding how the connector is working.
Create your invoice
Create an invoice as you normally do: manually, with a plugin or with a workflow.
Now you have an invoice in Dynamics...
Every 5 minutes, Stellarise Connector looks for new invoices to synchronise. How does it recognise them? The rules for syncing an invoice from Microsoft Dynamics 365 to Xero are as follows:
- The invoice must be created after you installed the Stellarise Connector. (This is because invoices created prior to installation will not have the Xero Details shadow entity.)
- A valid, working Stellarise Connector must be selected against the invoice.
- Date Delivered MUST be set as today or in the past.
- Xero Details → Export Status MUST be set to 'No'
- The invoice MUST have at least one invoice line.
- Each invoice line with a quantity must have an Account Code set. If you have set a default, or if you are syncing products with account codes, you don't need to set this again here (although you may override it). An invoice line with a write in product with no default Account Code set will not sync. See 3.5.0 Configure Stellarise Connector for details on how to set these defaults.
If all of these five conditions are satisfied, the invoice will be automatically picked up by Stellarise Connector and synchronised with Xero.
Before Synchronisation
After Synchronisation
and the same invoice in Xero
Stellarise Connector synchronises the Tax amounts as well. Calculations for this come from Xero, the Stellarise Connector reads the Xero results and synchronises them back to Microsoft Dynamics 365.
For a full list of Entities/Fields that are synchronised/updated, please refer to the detailed chapter.