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

Sync Requirements

Note: Before the sync can happen the following requirements MUST be met.

  • The Summary Sync export method is being used.
  • Your system must be Live.
  • One or more Completed or Closed orders.
  • One or more payments.

STEP 1 – Perform a CoreBridge Reconciliation

In CoreBridge, navigate to Accounting Module > Reconciliation > Reconcile Accounts. 


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. For each Reconciliation in CoreBridge, there will be a corresponding Journal in Xero.

Reconciliations 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.


Note: If you are not comfortable performing reconciliations please review this support article:  Reconciliations - Completing, Viewing, Reporting or reach out to our support team. 

STEP 2 – Match/Add Income Accounts 

  1. In CoreBridge, navigate to Accounting Module > Manage Accounts > Income Accounts tab
  2. Open a new tab or window and log into Xero. Navigate to the Chart of Accounts
  3. Start with the first account in CoreBridge. Compare it to Xero. If the CoreBridge account matches exactly to Xero move on to the next account in CoreBridge.
    1. 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. This may include adding or removing the account number and changing the text.
      1. To change an account in CoreBridge, click edit, make any needed changes, then click save before moving to the next account
      2. To change an account in Xero, go to the Accounting Tab > Chart of Accounts > All Accounts tab and select the Account name.
      3. To create a new account in CoreBridge navigate to Accounting Module > Manage Accounts > Income Accounts > Add Income Account  
    2. If you are a Franchisee, CoreBridge is populated with the Franchisor master Chart of Accounts so any changes made need to be made in Xero.

Additional Reminders: 

  • Only accounts needed for the sync are the accounts in CoreBridge.  Be sure NOT to add your entire Chart of Accounts from Xero, 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
  • Xero requires Account Numbers for ALL accounts, and the Xero Account Type needs to be "Revenue" or "Sales".
  • Account Numbers and Account Names must match exactly in CoreBridge and Xero, with no special characters (i.e. &, @, *, etc.). 

STEP 3 – Select an Accounting Export Option in CoreBridge 

  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
    • Lump Sync and Summary Sync are the same things.
  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 

Using the information below decide which sync option you would like to choose.

Lump Tax Agencies 

  1. In CoreBridge, navigate to Accounting Module > Accounting Export > Account Setup tab.
  2. Click Lump Tax Agencies if ANY of the following apply.
    • You are using 3rd party tax integrations or eCommerce.
    • Sales tax is paid to a single taxing authority.
  3. Click the Sync Tax Agencies button and wait for the page to refresh.
    Note: The Sync Tax Agencies option will ONLY appear if Lump Tax Agencies is not selected.
    • This pulls in all Tax Agencies from the Management Module with rates higher than 0%.
    • Tax Agencies with rates need to be pulled into this window so that they can be matched to a G/L account.

Ignore non-completed orders 

Note: This option is a one-time choice before your 1st sync.  


If you want to see WIP, and BUILT, and Non-Completed Order values in Xero follow the steps below

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

        2. Click the Ignore non-completed orders button


STEP 5 – Match Reconciliation Account

  1. In CoreBridge, navigate to Accounting Module > Accounting Export > Account Setup tab.
    • Reconciliation Account Matching
      Accounts need to match between CoreBridge and Xero for the sync to be successful. Account number, account name, and account type have to match.
      Note: 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.

    • 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.

    • My CoreBridge Accounts
      The section titled "My CoreBridge Accounts" contains the internal names for the accounts along with the account type. The account type noted needs to match the account type in Xero.
      Note: Don't use this section to match accounts to Xero. The section to match to Xero is named My            Accounting Software Accounts.

      Cross-Reference Table
      ACCOUNT TYPE CROSS-REFERENCE
      IN COREBRIDGEIN XERO
      ExpenseExpense
      Accounts ReceivableCurrent Asset    
      LiabilityCurrent Liability
      TaxCurrent Liability

    • My Accounting Software Accounts
      This is the section of the page where you will match CoreBridge to Xero under the Account Setup.

  2. Before matching accounts:
    • If a System Account and/or Reconciliation Account is locked, Xero does not allow the account to be used in a journal. A new account will need to be created within Xero and matched to CoreBridge since it won't be locked.
    • The most common locked accounts in Xero are Accounts Receivable and GST (VAT)
      • Accounts Receivable the type of account should be Current Asset.
      • GST (VAT) the type of account should be Current Liability.

  3. Match each account in CoreBridge to an account in Xero.
    • The accounts listed under "My Accounting Software Accounts" must be matched to Xero.
    • Account number, account name, and account type must match.
    • 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.

  4. 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)

STEP 6 – Add a New Contact in Xero

In Xero, navigate to Contacts >Customers > Add Contact.


Note: A Contact (Customer) is needed to process payments. The Contact Name can be anything you want to use. We recommend using this name: CoreBridge Import

Step 7 - Complete Your First Sync

  1. Navigate to Accounting Module > Accounting Export > Setup tab 
  2. Click the Connect to Xero button. 
  3. A browser window from Xero will open. Enter your Xero credentials and click Log in. 
    • If presented with more than one Xero company, choose the company your CoreBridge system syncs to 
    • Click Allow access for 30 mins 
  4. Navigate to Accounting Module > Accounting Export > Sync

    Note: Steps 1- 3 must be completed before performing a sync.

    • Select Begin Sync.
    • If you do not receive any errors or failed items, you have completed your first sync successfully. 
    • If you do receive an error or any failed items, you will need to report them following these directions: Xero: Summary Sync - reporting sync errors

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