How Does The Setup Process work?

  1. Review these instructions as well as the Related Articles.
  2. Complete the setup steps.
  3. Let support know that the setup has been completed.
  4. A support agent will review your system.
  5. Once your system is ready a support agent will send a link to schedule a web meeting.
  6. A support agent will join you on a web meeting to perform your 1st sync.


Overview

This article will guide you through the process of setting up Xero and CoreBridge to prepare for a data sync.

Please note:

  • If you have not Gone Live! with CoreBridge you can still perform these setup steps, however, the actual sync will not occur until you are Live and the sync requirements have been met.
  • We recommend working with our support team for your first sync to Xero. This helps ensure that all of the settings are correct which reduces the likelihood of any erroneous data being synced to Xero.
  • If you are entering orders or payments in a program other than CoreBridge, we recommend not entering that data again in CoreBridge so that you don't get duplicate data in Xero.
  • If you are entering payments in a program other than CoreBridge, we recommend keeping those bank deposits separate from your CoreBridge deposits.
  • If your CoreBridge system has more than one Location, data from all locations will sync to the same Xero company. The sync does not provide a way to separate location data in Xero.
  • The sales tax report from Xero will not work with Lump Sync. The CoreBridge sales tax reports will need to be used when preparing sales tax forms



Table of Contents



Sync Requirements

  • Xero. LINK: Accounting Export Options
  • The Lump Sync export method is being used.
  • Your system must be Live.
  • One or more Completed orders.
  • One or more payments.
  • One or more Reconciliations that contain both payments and income.




Related Articles


Please take a few minutes to review the articles below as they will help to provide additional details on the sync process. There are instances where manual entry must be performed in Xero.




E-Commerce Integration Requirements

  • CoreBridge E-Commerce: there are no special requirements
  • Pressero: Lump Tax Agencies option must be selected (Step 4)
  • XMPie: Lump Tax Agencies option must be selected (Step 4)



STEP 1 – Perform a CoreBridge Reconciliation


Each Reconciliation contains the data that will be used to create the Xero journal. Without Reconciliations there will be no data to export. The data will sync to Xero as a journal and will contain income, payments, and other financial data needed to manage your books.


A Reconciliation should be performed at the end of each business day to capture that day's data and to catch any payment entry errors. If wrong payment amounts are captured on the Reconciliation the wrong amounts will sync to Xero.


Performing Reconciliations daily produces the following results:

  • Payment entry errors are caught the same day they happen so that they can be corrected in a timely manner, especially errors that are in the customer's favor.
  • Credit card payments are captured for the day which is how your merchant likely batches them for a deposit. When you deposit the day's credit card payments in Xero they will match the merchant deposit on your bank statement. The only difference will be any merchant fees. You want as many matches as you can get to your bank statement so that a monthly bank reconciliation is easier to perform.
  • You get a clean break between months in Xero when you compare income between Xero and CoreBridge.


This article will guide you through performing a Reconciliation: 

Reconciliations In CoreBridge


STEP 2 – Match Income Accounts


NOTES


Accounts need to match between CoreBridge and Xero for the sync to be successful. Account number and account name have to match exactly.


The only accounts needed for the sync are the accounts in CoreBridge. Be sure not to add your entire Chart of Accounts to CoreBridge.


If there is an account in CoreBridge that does not exist in Xero, it will be created automatically in Xero during your 1st sync so there is no need to add it manually. The new account in Xero will be created exactly as displayed in CoreBridge (account number, account name). Xero does not have child accounts so if there is a child account in CoreBridge the sync will ignore the hierarchy and the child account will be created in Xero with no hierarchy.  


Account Naming and Structure

  • Special characters may cause sync errors. Some examples are $, &, and quote symbols. Please use only letters and numbers for account names. If a special character causes a sync error, the account name will need to be changed in both CoreBridge and Xero for the sync to be successful.

  • Each account must have a unique account number and a unique name. Numbers and names cannot be the same between Income and Reconciliation accounts. If you want the sync to create an account for you during the 1st sync, be sure that an account doesn't already exist in Xero with the number or name of the account that will be created.

  • Xero requires account numbers. If there is an account in CoreBridge without an account number the sync will fail when attempting to create and account or when matching to the account in Xero. If there is an inactive account in CoreBridge without a number, the sync will fail if the account was used on an order before the account was made inactive.



INSTRUCTIONS


Income Accounts

The Xero Account Type needs to be "Revenue" or "Sales". Using type "Other Income" will create sync errors causing data to not export.


In CoreBridge, navigate to Accounting Module > Manage Accounts > Income Accounts tab.

  • The column headings can be used to sort accounts. Try clicking GL Code once or twice to put the accounts in number order.

  • Once sorted, start with the first account in CoreBridge. Compare it to Xero. Account number and account name must match between CoreBridge and Xero. If the CoreBridge account matches exactly to Xero move on to the next account in CoreBridge. (You don't want to start with the first account in Xero because all of your accounts in Xero don't need to be in CoreBridge)

  • If the CoreBridge account represents an account in Xero but it doesn't match exactly, change the account in either Xero or CoreBridge to get them to match. 
    • If you are a Franchisee, CoreBridge is populated with the Franchisor master Chart of Accounts so any change may need to be made in Xero.
    • The goal is to get the account to match perfectly between CoreBridge and Xero. Account number and account name must match.

  • If a CoreBridge account needs to be changed, click edit, make any needed changes, then click save before moving to the next account.

  • To create a new account use this section of the page.
    • If you are a Franchisee, your accounts may be locked preventing new accounts from being created.



STEP 3 – Select an Accounting Export Option in CoreBridge


IF YOU HAVE ALREADY SYNCED

If you have already synced with a different accounting application than Xero or a with a different export method, stop here and contact CoreBridge support. Changing this option after data has been synced will create erroneous data in Xero if a sync is performed with the new setting.


IF YOU HAVE NEVER SYNCED

If you have never synced proceed with the setup. 


If you have been in contact with a support agent this step will probably have been done for you.


  1. In CoreBridge, navigate to Accounting Module > Accounting Export.
  2. Select the following options:
    • Select Export Type: Sync with Online Application
    • Application Name:Xero Sync
    • Sync Type: Lump Data Sync
  3. Click the Save button. A warning dialogue may appear. Since you have never synced you can safely click OK.



STEP 4 – Choose Sync Options


In CoreBridge, navigate to Accounting Module > Accounting Export > Account Setup tab. 


4-A. Lump Tax Agencies

This option controls whether or not CoreBridge sales tax gets posted to a single account or multiple accounts.

  • If the option is selected:
    • Sales Tax will post to a single account regardless of the number of Tax Agencies in CoreBridge.
      • We recommend selecting this option if all sales tax is paid to a single taxing authority.
  • If the option is not selected:
    • An unique G/L account can be matched to each Tax Agency.
    • Each time a new Tax Agency is added to CoreBridge you will need to click Sync Tax Agencies then match the new agency to an account in Xero. (See Step 5)
    • We recommend not selecting this option if sales tax is paid to various taxing authorities and you want each to have it's own account in Xero.
  • If either of these integrations are being used now or will be used in the future, Lump Tax Agencies must be selected:
    • Pressero
    • XmPie


4-B. Ignore non-completed orders

This option controls whether or not these 3 accounts post on the journals that get created in Xero from each CoreBridge Reconciliation.

  • WIP (Asset)
  • Built (Asset)
  • Orders Not Complete (Liability)


Do you want to see WIP and BUILT values in Xero?

  • If No, select this option
  • If Yes, do not select this option 


This option is a one-time choice before your 1st sync. If you want WIP and BUILT values in Xero you need to have starting balances. Un-selecting the option after your 1st sync will not provide Xero with the values from prior Reconciliations which are needed for the account balance to match between CoreBridge and Xero.



STEP 5 – Match Reconciliation Accounts


In CoreBridge, navigate to Accounting Module > Accounting Export > Account Setup tab.


5-A. Sync Tax Agencies


If the Lump Tax Agencies option was selected in Step 4, skip this and proceed to 5-B Match Accounts.


  1. Click the Sync Tax Agencies button and wait for the web page to refresh.
    • This pulls in all tax agencies with non-zero rates from the Management Module so that they can be matched to Xero accounts. 
    • If no Tax Agencies exist or they all have a 0% rate nothing will happen.


5-B. Match Accounts


NOTES


Accounts need to match between CoreBridge and Xero for the sync to be successful. Account number and account name have to match exactly. 


If there is an account in CoreBridge that does not exist in Xero, it will be created automatically in Xero during your 1st sync so there is no need to add it manually. The new account in Xero will be created exactly as displayed in CoreBridge (account number, account name). If you prefer to add an account manually to Xero, be sure it matches exactly to CoreBridge. 


Account Naming and Structure

  • Special characters may cause sync errors. Some examples are $, &, and quote symbols. Please use only letters and numbers for account names. If a special character causes a sync error, the account name will need to be changed in both CoreBridge and Xero for the sync to be successful.

  • Each account must have a unique account number and a unique name. Numbers and names cannot be the same among between Reconciliation accounts and Income accounts. If you want the sync to create an account for you during the 1st sync, be sure that an account doesn't already exist in Xero with the number or name of the account that will be created.


The account type in Xero must be a specific type. This section contains the internal names for accounts along with the account type. This section is for reference only to show what Account Type to use when matching accounts.



ACCOUNT TYPE CROSS-REFERENCE
IN COREBRIDGE
IN XERO
Expense
Expense
Accounts Receivable
Current Asset    
Liability
Current Liability
Tax
Current Liability
















This section contains the accounts that need to be matched to Xero.

INSTRUCTIONS

  1. Under the My Accounting Software Accounts section
    • Compare each account to Xero. 
    • If the CoreBridge account represents an account in Xero but it doesn't match exactly, change the account in either Xero or CoreBridge to get them to match.
    • If a CoreBridge account needs to be changed, click edit, make any needed changes, then click save.

    • OPTIONAL – If you want to keep your CoreBridge accounts separate from existing accounts you can create new accounts. This can be helpful if you are in the process of closing out a previous POS system and don't want to commingle numbers in a single account.

Examples:

  • CB A/R (instead of Accounts Receivable)
  • CB Deposits (instead of Deposits)
  • CB Bad Debt (instead of Bad Debt)


For a detailed explanation of these CoreBridge Reconciliation accounts, please review the following support article:  Reconciliation Account Details



STEP 6 – Add a new Contact in Xero

A Contact (Customer) is needed to process payments.


Create a new Contact in Xero. The Contact Name can be anything you want to use. We recommend using this name: CoreBridge Import



STEP 7 – Notify Support That All Setup Steps Have Been Completed


Once the entire setup has been completed, notify support by replying back to your "sync setup" ticket. 


The agent assigned to your ticket will review your system to ensure that you have a successful First Sync. If any issues are found during the review that will cause the sync to fail, the agent will let you know what the issues are so that they can be fixed. Once the review is successful the agent will send a scheduling link that you will use to arrange your First Sync meeting. 


The 1st Sync to Xero will be performed with a CoreBridge Support specialist on the scheduled meeting.


We recommend not performing a first sync on your own. 


Meeting Requirements:

  • Please have CoreBridge and Xero open in the same browser, each in it's own tab. 
  • Xero must be signed in with an Admin account.
  • CoreBridge must be signed in with an account that has permission to perform a sync.
  • Since Tax Groups are reviewed on a sync meeting we recommend that the user signed in to CoreBridge has access to the Management Module.


During the 1st Sync Meeting we will:

Perform the 1st Sync with you.

Help to correct any sync errors that may come up.