Quiddity gives a flexibility to manage the payments against each invoice/purchase order in the system itself when it is not connected with Xero. Once it is connected to Xero, it manages the payment in Xero and syncs the same in Quiddity.
You can import Contacts, Suppliers, Products, Services, Invoices and Employees from Xero to Quiddity.
Quiddity allows you to setup Xero invoices status like ‘Submitted for Approval’ or ‘Approved’ before sync.
Below diagram gives a complete pictorial representation of different entities which are synced between Quiddity and Xero.
Quiddity organisation employees having a write/edit permission to ‘Xero Connect’ can setup Xero integration.
To grant this permission to an employee, click on ‘Menu -> Setup -> Permission -> Edit Permission -> Modules and Accessibility -> Setup – App Connect’.
These employees can map the chart of accounts after Xero connect (which is setup at organization level viz. default COA mapping. COA mapping can also be done at products, services and bundles viz. specific COA mapping.
Employees having a write/edit permission to ‘Xero Import’ can import the data from Xero organization.
To grant this permission to an employee, click on ‘Menu -> Setup -> Permission -> Edit Permission -> Modules and Accessibility -> Setup – Import/Export’.
4. This will redirect to Xero Connect page.
5. Click on ‘Have Xero account?’ and start the process of Xero Integration.
6. Click on ‘Connect to Xero’, it will redirect to Xero login page. Enter your Xero credentials.
7. Grant the access so Quiddity can access the data of your Xero organisation. Click on “Allow access”.
8. This will automatically redirect to Quiddity and your Quiddity organisation has successfully connected to Xero organisation.
9. Quiddity allows you to manage currency at organization level and while connecting Quiddity and Xero, if there is a currency mismatch, with Quiddity and Xero currency, it will not connect to Xero organization and give an error.
Once Quiddity organisation is connected to Xero organisation, next step is to map Xero’s chart of accounts (COA).
Chart of accounts organise data into different accounts. These accounts are usually organised into five categories – Assets, Expenses, Equity, Liablities and Revenue. Categorising data in the correct accounts ensures the accuracy of financial statements.
Quiddity allow two types of account mapping viz. default COA (chart of account) mapping (this can be done at organization level) and specific COA (chart of account) mapping (this can be done product/service/bundle level).
Default COA mapping means the ones to be configured at Xero connect. This will be used when the line items of invoice/purchase order do not have account mapping done at specific product/service/bundle..
Specific COA mapping means for a particular product/service/bundle its invoice/purchase order details needs to be mapped to a specific Xero chart of account. This can be configured for that specific product/service/bundle details page. Once configured, it will be used instead of default account mapping.
For example, there are three services ‘Professional Services’, ‘Managed Services’ and ‘Website Development’ which your business provides to the customer. Let us consider you manage these products in Xero COA as follows:
Case 1: You have configured ‘200: Sales’ for invoice at default COA mapping, i.e. at Xero connect page for all three services. There are no specific COA mapping done. Now when you create an invoice with all three services, Quiddity will check if any service has specific COA mapping. In this case it has none, so it will map all the items of an invoice in ‘200: Sales’.
Case 2: You have configured ‘200:Sales’ for invoice at default COA mapping, and for service ‘Website Development’ you have configured ‘201: Other Revenue’ at specific COA mapping i.e. at service details page. Now when you create an invoice with all three services, Quiddity will check if any service has specific COA mapping. In this case, it will consider “201: Other Revenue” for ‘Website Development’ but for service ‘Professional Services’ and ‘Managed Services’ as there are no specific COA mapping, it will consider COA accounts mentioned at default COA mapping while sending the invoice to Xero. In this case, it will consider “200: Sales” for services ‘Professional Services’ and ‘Managed Services’. Quiddity will do similarly for purchase orders.
Below is the flow to explain in details as how Quiddity performs the check to use default COA mapping or specific COA mapping.
After connecting to Xero account, you need to map Xero chart of accounts for Quiddity’s invoices and purchase orders.It is just a single configuration for the businesses which does not manage different accounts for their products, services and bundles.
It is divided into simple sections for invoices, delivery charges, deposits and purchase orders.
You can select Xero chart of accounts having type ‘Revenue’ and ‘Assets’ for products, services and bundles while syncing Quiddity’s invoice in Xero.
You can select corresponding GST free account for invoice marked as GST free, or the products, services and bundles which are GST free.
Similarly, select the Xero GST tax rate account for the invoice’s GST amount to be mapped in Xero.
Quiddity invoices has delivery charges and deposit amount. These charges need to be mapped to its specific COA in Xero.
You can select Xero chart of accounts having type ‘Revenue’, ‘Expense’, ‘Assets’ and ‘Liability’ for delivery charges and deposit invoice while syncing Quiddity’s invoice in Xero.
You can select the Xero GST tax rate account for the GST amount related to delivery charges and deposit invoice while syncing Quiddity’s invoice in Xero.
You can select Xero chart of accounts having type ‘Expense’ and ‘Liability’ for products, services and bundles while syncing Quiddity’s purchase order in Xero.
You can select corresponding GST free account for purchase order marked as GST free, or the products, services and bundles which are GST free.
Similarly, select the Xero GST tax rate account for the purchase order’s GST amount to be mapped in Xero.
Once default COA mapping is done, mapping COA at each products, services and bundles is not compulsory.
But if you manage specific products/services/bundles in different accounts in Xero, then this feature will help in categorising data in the correct accounts, ensuring the accuracy of financial statements.
You can specify specific COA for products, services and bundles while adding/editing it respectively.
COA and GST both are required fields for a product, service and bundles.
When there is a mismatch when Xero and Quiddity GST rates, Quiddity will prompt regarding this mismatch. Eg: If a product, service or bundle is GST free, and is mapped with GST account which as different tax rates, Quiddity will prompt you regarding the mismatch.
You get an option to send the invoice and purchase order to Xero immediately while changing its status to ‘Submitted’ and ‘Ordered’ respectively.
You can even select sending it later using the sync services. The duration of sync services run can be defined in Xero Connect Page.
All pending invoices/purchase orders can be processed immediately using ‘Process Invoices/Purchase Orders’ button on setting.
Sync services will run at duration defined in the setting.
You can even fetch the payment immediately at invoice/purchase order details.
All pending payments for invoices/purchase orders can be fetched immediately using ‘Track Invoices’ and ‘Track Purchase Orders’ buttons on setting.
Set below option as ‘Yes’ or ‘No’.
Marking it as ‘Yes’ will automatically remove the payments from Quiddity which are deleted in Xero.
Marking it as ‘No’ will give you the detail that the payment has been deleted from Xero. You get an option to delete the payment as well for particular invoice/purchase order.
Define it as ‘Submit for approval’ if you want the Xero user to approve the invoice.
Define it as ‘Approve’ if you want it to be approved in Xero.
You can easily navigate between the two applications i.e. Xero and Quiddity. There is an option to ‘go to Quiddity’ in Xero and an option ‘view in Xero’ in Quiddity.
Quiddity has 2 types of deep linking.
Invoices and Purchase orders which are sent from Quiddity to Xero will have an option to ‘go to Quiddity’ in Xero and ‘view in Xero’ in Quiddity.
Invoice/Purchase list and its details page has an option to ‘View in Xero’ in Quiddity.
Contacts, suppliers, invoices, products, services and employees which are imported from Xero will have ‘view in Xero’ option in Quiddity.
As Quiddity is not updating these details in Xero, ‘view in Quiddity’ option is not available in Xero.
‘View in Xero’ option will be available on the list and details page of the imported entity.
You need to have write permission to ‘Setup -> Import Xero Data’ to import data from Xero.
Once imported data will not be affected while importing the data again, only new data will be imported from Xero.
Xero ‘Customers’ will be imported in Quiddity as ‘Contact’.
Xero customer details like contact name, email address, phone, fax, mobile will be mapped to Quiddity contact.
Just click on ‘Import’ button and new customers will be imported in Quiddity.
Xero ‘Suppliers’ will be imported in Quiddity as ‘Suppliers’.
Xero supplier details like contact name, email address, phone, fax, mobile will be mapped to Quiddity supplier.
Just click on ‘Import’ button and new customers will be imported in Quiddity.
Xero ‘Items’ will be imported in Quiddity as ‘Products’ or ‘Services’.
Xero item details like name, code, description, chart of accounts, tax rate account, buy price and sell price are mapped to Quiddity products or services.
Just click on ‘Import’ button and select Xero items as products or services in Quiddity, and procced with import process.
Xero approved ‘Invoices’ will be imported in Quiddity as ‘Invoices’.
Xero invoice details like contact name, reference, invoice date, invoice due date, invoice products, quantity, unit price, amount are mapped to Quiddity invoice.
If the contact & product are not in Quiddity, it will add the contact & product, please edit them to add its details.
Select the data range for invoices to be imported and click on ‘Import’ button to import invoices in Quiddity.
Note: You can import maximum 500 records at a time with minimum period selection of 1 day. If you have more than 500 records to be imported, then we suggest you to import them in multiple iterations.
Xero ‘Employees’ will be imported in Quiddity as ‘Employees’.
Xero employee details like first name, last name, email, phone, mobile, address are mapped to Quiddity employee.
Just click on ‘Import’ button and new employees will be imported in Quiddity.
Assign licenses to these employees and activate their account.
Any entities imported from Xero can be later on viewed in ‘View Import History’.
Clicking on ‘view’ icon will show the details of import process.