User Guide

The information contained in this document is confidential, privileged and may not be used, published or redistributed without the prior written consent of OscilloSoft Pty Ltd.

1. Documentation Control

2. Introduction

The Inventory 2 Xero application is implemented with the purpose of reconciling the Contact, Accounts(COA) between Xero and Books, and pushing Invoice line items from Books into Xero. Specifically Service type line items. This application will be a two way sync from Xero to Books and Books to Xero. Payments will be handled by xero and invoice generation will be handled by Zoho Inventory.

The application is implemented with Laravel Framework and can be accessed by users who have a valid  license.

3. System Overview

3.1 System Details

3.2 System Features

4. Getting Started

4.1 Setup Configuration

Before using the Inventory 2 Xero application, the organisation will need an active Zoho Books account and Xero account for each user. They will also need valid credentials including email and password to use the application.

4.2 Accessing the System

Users who have valid user credentials of the system, can use the application URL to access the application.

5. Using the System

5.1 Dashboard

The dashboard page will display the Books 2 Xero invoice sync details including the total invoice data, successful and unsuccessful sync percentage in pie chart by default. This view can be changed by other options. 

Figure 5.1: Dashboard view

5.2 Settings

Several features will be shown when clicked on the settings tab. These features are Webservice Settings, Status Mapping, Tax Mapping, Fetch Books Records, Fetch Xero Records, Contacts Reconciliation and Chart of Accounts Reconciliation. Every feature will have different functionality. 

5.2.1 Webservice Settings

Webservice settings page will have four different sections. These sections are Xero Credentials, Zoho Books Credentials, Notification and Settings. A user can update the webservice settings and there is a Save Settings button to save the updates.

Figure 5.2.1.1: Webservice Settings page view

Xero Credentials: These sections will contain the Client Id, Client Secret, Time Zone and Overwrite Xero Invoice. By default Client Id and Client Secret fields will be filled up and these fields can be in editable mode. Time zone will be selected as UTC by default from the drop down menu. Overwrite xero invoice can be enabled or disabled based on user requirements. A user will have to click on the Connect To Xero button after making any changes in this section.

Figure 5.2.1.2: Xero Credentials

Zoho Books Credentials: These sections will contain the Client Id, Client Secret, Organization ID and Time Zone. By default Client Id and Client Secret fields will be filled up and these fields can be in editable mode. Organization ID will be provided from the Zoho books organization id. Time zone will be selected as Australian Eastern Daylight Time(GMT 11:0) by default from the drop down menu and it can be changed to any other time zone. A user will have to click on the Connect To Zoho Books button after making any changes in this section.

Figure 5.2.1.3: Zoho Books Credentials

Notification: This section will contain only one field for notification email subscription. A user will get notifications in the subscribed email address for successful sync requests.

Figure 5.2.1.4: Notification Email

Settings: This section will have the log retention and cut off time of log details. Log retention day can be selected from 7 to 40 days. Sync log records will be cleared from the report section after the retention period.