Part 1: Initial Integration Setup and Account Mapping

The initial step involves ensuring the financial accounts and GST (Goods and Services Tax) rates in both Xero and UniPhi are correctly configured and mapped. This mapping utilizes the Account Codes (or Chart of Accounts) from Xero to classify transactions within UniPhi.

Step 1.1: Identify Account Codes in Xero (Prerequisite)

Before commencing configuration in UniPhi, you must identify the relevant Account Codes in your Xero organisation.

1.Log in to Xero and navigate to the Accounting menu.

2.Select Chart of accounts.

3.Filter or scroll to locate the following critical accounts and note their corresponding numerical Code:

• Revenue Accounts (e.g., Sales, Other Revenue).

  Example codes: 200 (Sales), 260 (Other revenue).

  
  

• Expense/Cost Accounts (e.g., Purchases, Cost of Goods Sold, Consulting).

  Example codes: 300 (Purchases), 310 (Cost of goods sold), 404 (Bank fees), 412 (Consulting & Accounting).

Step 1.2: Configure UniPhi Charts of Accounts (CoAs)

Configure UniPhi to reflect the relevant Xero account types, providing a foundation for your cost and revenue items.

1.In UniPhi, navigate to Configuration (usually via the administrator menu).

2. Select Chart of Accounts.

3. Create New Chart of Account Entries:

• Click the Add icon (+).

• For Revenue:

  • Chart Name: Revenue

  • Type: Internal Revenue

  • Add the Revenue cost codes and names from Xero and click the Save icon.

    
    

• For Costs:

  • Click the Add icon (+).

  • Chart Name: Costs

  • Type: Internal Cost

  • Add the Expenses cost codes and names from Xero and click the Save icon.

⚠ Important – Multi-Entity Integration Requirement

If you are synchronising UniPhi with multiple Xero entities, all Xero organisations must use a standardised Chart of Accounts structure.

The Chart of Accounts in UniPhi must match the account codes in every Xero file you plan to synchronise.

If account codes differ between Xero entities, exports may fail or post to incorrect accounts. 

Step 1.3: Map Xero Codes to UniPhi Sub Codes

Map the specific Xero Account Codes (from Step 1.1) to UniPhi's detailed sub-codes.

1. On the UniPhi Chart of Accounts screen, click on the Code Types tab.

2. Revenue Sub Codes Mapping:

• Click the Revenue Sub Codes link.

• Add new entries for each Xero Revenue Account Code you identified.

  
  

3. Costs Sub Codes Mapping:

• Return to the Code Types tab and click the Costs Sub Codes link.

• Add new entries for each Xero Expense/Cost Account Code (e.g., 412 for Consulting & Accounting).

Step 1.4: Configure UniPhi Tax Rates

Ensure the tax rates used in UniPhi are correctly defined and mapped to the appropriate contract types for export to Xero.

1.In UniPhi, navigate to Configuration > Accounting integration > Tax Rates.

2. Configure/Verify Tax Rates (e.g., GST Input, GST Output):

• Available For: Select the relevant contract types (Revenue Contracts or Cost Contracts).

• GST Input/Output: Ensure the correct mapping to the Xero tax type is selected.

3.The tax rate in Xero can be found by navigating to the Tax > Tax Setting > Tax Rates section.

→ Part 2: Synchronizing and Creating an AP Invoice