Connecting Xero, QuickBooks or MYOB

Connect

1. 1.Go to Settings, then Integrations & Add-ons, and open Xero, QuickBooks or MYOB.
2. 2.Click Connect Xero, Connect QuickBooks or Connect MYOB.
3. 3.VexOp shows what it will read and write in that package. Click Continue to sign in.
4. 4.Sign in to your accounting package and approve the access it lists. For MYOB, sign in as an administrator of the company file you invoice from.
5. 5.If your Xero login covers more than one organisation, choose the one this business invoices from.
6. 6.Click Finish setup and choose your tax codes, the account your income goes to, the bank account payments are recorded in, and how your invoices are numbered. Invoices wait in VexOp until this is saved.

Invoices already in your books

If your history came across from another system, VexOp first matches the invoices already in your books, so nothing is entered twice. Click Match existing invoices on its page in Integrations & Add-ons. VexOp links an invoice only when the match is clear, and shows you the rest to decide.

What goes across

Each invoice goes across when you mark it Sent or email it, under the invoice number VexOp gave it. Drafts stay in VexOp. Once a payment is recorded, Xero and MYOB lock the amounts, so if a paid invoice changes in VexOp, VexOp holds it for you to check rather than changing your books.

Payments show on both sides. A payment you record in VexOp is recorded against the invoice in your books, and a payment recorded in Xero, QuickBooks or MYOB comes back and updates the invoice in VexOp.

You can cancel an invoice from VexOp. MYOB has no void, so for an unpaid invoice VexOp deletes the sale from MYOB instead.

On Xero and QuickBooks Online, a quote goes across when you click Send to Xero or Send to QuickBooks on it.

A customer goes across with their first invoice. To send customers ahead of time, click Push contacts on its page in Integrations & Add-ons and choose who goes. A customer already in your books is never added twice.

On QuickBooks Online, Send price list turns your quote presets into items. VexOp does not send price lists to MYOB.

How updates arrive

Xero and QuickBooks tell VexOp when something changes, and the change usually reaches VexOp within seconds. MYOB does not send updates, so VexOp checks MYOB every 15 minutes, and checks Xero and QuickBooks on the same timer in case a message is missed. To check straight away, click Check for updates now on its page in Integrations & Add-ons.

The Integrations & Add-ons page keeps an activity log, in plain English, of what went across and what came back, so you can see whether an invoice made it, and why if it did not.

Timesheets

On MYOB, an approved weekly timesheet goes to MYOB payroll. Open HR, then Timesheets, and click Send to MYOB payroll on an approved week. A week runs Monday to Sunday, and only approved hours go. First match your people to their MYOB employees once, from Payroll matching on the Timesheets page.

QuickBooks Online payroll is a separate product, so Send time to QuickBooks records the approved hours in QuickBooks as time against the job. It does not put them into a pay run.

VexOp never runs a pay run or changes pay rates or employee details.

Reconnecting

If its page in Integrations & Add-ons says Reconnect needed, click Reconnect and sign in again. Nothing in VexOp is lost while it is disconnected.

Switching packages and disconnecting

VexOp works with one accounting package at a time. Disconnecting clears the stored connection from VexOp so you can switch. Invoices already in the old package stay there, and VexOp stops updating them.