Part 7: UniPhi – Xero Integration FAQ

1. Does importing from Xero overwrite existing contacts in UniPhi?

No. The import process from Xero is one-way and additive.

When you run the import, UniPhi pulls all contacts from the connected Xero organization. It does not perform a "match and merge" check against existing UniPhi records during this phase.

Existing contacts in UniPhi are never overwritten. However, if a contact already exists in UniPhi but is imported again from Xero (even with the same name), it may result in a duplicate entry in your UniPhi contact list.

2. Why do duplicate contacts appear after importing?

Duplicates occur because the integration logic relies on exact name matching.

The Matching Rule: If "ABC Consulting" exists in UniPhi and "ABC Consulting Pty Ltd" exists in Xero, UniPhi treats them as two distinct entities.

Common Causes: Variations in suffixes (Pty Ltd), different punctuation (Smith & Co vs. Smith and Co), or minor spelling differences.

Best Practice: Standardize naming conventions in both systems before performing the initial import.

3. What does the “Sync” button do in the Integration settings?

The Connect/Sync function (found in Configuration > Accounting Integration) authorizes the data bridge.

During the invoice export process, UniPhi checks if the contact assigned to the contract exists in Xero.

If UniPhi cannot find an exact name match in Xero, it will automatically send a request to Xero to create that contact. This ensures the invoice has a valid destination in your accounting software.

If the names are slightly different, you will end up with two versions of the same contact in Xero (e.g., the original one you had in Xero, and the new one UniPhi just created).

4. Can contacts from Xero and UniPhi be merged?

Yes. However, this is a manual process managed within UniPhi.

How to fix duplicates: Navigate to the Contacts module. Use the sub-navigation tools to merge the duplicate record into the "master" record that is correctly mapped to Xero.

Why it matters: Merging ensures that all historical contracts and invoices point to a single, correctly-mapped entity, preventing export errors.

5. Troubleshooting: "Another contact has this contact number"

This is a frequent error that occurs when the link between the two systems is broken.

This happens if a contact was linked to UniPhi but was subsequently deleted or merged inside Xero.

Restore the deleted contact in Xero OR 2. Use the Contacts sub-nav in UniPhi to merge the "broken" contact record into the active Xero-linked contact.

6. Avoiding "Orphaned" Invoices

An invoice is assigned an Orphaned status if the organization linked to the contract is not mapped to a Xero file.

AP Invoices: Look at the Customer organization on the contract.

AR Invoices: Look at the Supplier organization on the contract.

To fix an orphaned invoice, a System Administrator must delete the invoice, update the contract mapping to the correct organization, and re-raise the invoice.