Xero App

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Our easy to use guide will get you up and running in no time!

Index:

Netcash has developed an application that allows your Xero software to connect with your Netcash account. The App allows for the following services to be automated:

 

  1. Supplier/creditor payments – create supplier payments and send batch payments directly to your Netcash account.

  2. Invoice receipts – create invoices in Xero with payment links to accept payments via the Netcash payment gateway.

  3. Statement downloads allow for automated reconciliation of all transactions daily.

Netcash Service Keys

Before we start with the Netcash Xero app setup, two Netcash service keys must be created. These service keys are your unique identifiers and identify your account and batch types being sent to Netcash. 

 

1. Creditor payments service key:

 

    • Log in to your Netcash Account
    • Click on Account Profile.
    • Click on NetConnector > Creditor payments.
    • Complete the required fields.
    • Tick the postback URL active box if required.
    • Select the pre-defined postback URL if your software appears in the dropdown list – or
    • Insert the postback URL where the responses should be electronically sent.
    • Choose from the following options: Ignore errors, Auto forward action date, or Lock batch on upload. (See notes below for details).
    • Click on the Submit button.
    • The service key is generated and emailed to the email address linked to the service key.

Note:

  • Select Ignore errors if you would like Netcash to process payments to valid bank accounts and ignore invalid bank accounts. Leaving this option unticked will result in all payments rejecting if any one payment is invalid.
  • Auto forward action date will move your payments to the next valid action date if you have missed your cutoff time.
  • Lock batch on upload will not allow any editing of supplier details once the supplier batch is sent to Netcash.

2. Account Service Key

    • Log in to your  Netcash Account
    • Click on Account profile.
    • Select NetConnector > Account service.
    • Tick the active box.
    • Insert an email address to receive notifications.
    • Tick the postback URL active box if your software requires a postback URL.
    • Select the statement download format if your software appears in the dropdown – or
    • Insert the postback URL where the statement should be electronically sent.
    • Click on the Submit button.
    • The service key is generated and emailed to the email address linked to the service key.

Note: These service keys that are generated do not need to be inserted into your Xero accounting software; the service keys will be inserted automatically when activating the setup on the Netcash Xero app. 

Getting started

If you are using your Netcash Pay Now facility with any other integrated software and would like to use Xero Billing, please note that the Xero App will overwrite existing Accept, Decline and Notify Urls set in the service key if you tick the Pay Now Box on login. Should you not require this, we suggest that a sub account be opened on Netcash specifically for Xero Billing.

  1. Login to your Netcash account, and click on your Apps menu at the top, then click on the Xero menu in the dropdown.

Notes: If you do not see the Xero app menu, it could be due to permissions. Please contact either your accounts support team or the super user for this account to grant you the necessary Xero permissions.

  1. Log in to the Netcash Xero app with your Netcash credentials. Select the Netcash account that you would like to link to Xero and confirm the token expiry and agree to various access requirements.

The requirements are as follows:

      • Give Xero Application access to:
      • Basic account information
        Service keys
      • Invoke statement to Xero
      • Allow payment batch lock
      • Pay Now predefined URLs change
  1. Click on Connect to Xero, insert your Xero credentials, select the Xero organisation and agree to the various access requirements.

 

The accounts are now linked and you will be directed to the landing page of the Netcash Xero app.

Logging out and disconnecting

 

Logging out

To log out of the Netcash XERO app click on the paper icon at the top right hand corner of the screen

Disconnecting from the App

To disconnect your Xero Organisation connected to the Netcash Xero App, click on Disconnect from Xero. It is highly suggested not to disconnect your XERO company in the Netcash XERO app as this will stop the daily statement uploads from your Netcash account to your XERO bank account. Your Bank account will no longer update. Supplier batch payments will not be available if your Netcash XERO app is disconnected.

When you connect to the Netcash Xero app for the first time, it is going to ask you if you would like to create a Netcash bank account or link to an existing Netcash bank account within XERO. This is important that this step is done so that your daily automated bank feed imports your Netcash transactions to the correct bank account in XERO including  all your Netcash transactions

A pop-up will appear on the screen. Select create account or alternatively select link account if you already have a Netcash bank account created in Xero. 

Note – To relink an alternative account, select the relink option in the bank account tab.

Your Netcash bank account has been created and will update daily in the mornings before 09h00.

Once the bank account has been created, the homepage will display three menu items

  1. Client/Customer Payments (Pay Now)
    This menu will be used to set up Pay Now for your customer invoices
  2. Supplier (creditor payments)
    The setup and processing of the creditor payments will be done on an alternative menu item. This menu explains the service only.
  3. Reconciliation (Statement)
    Statement mapping to be added to assist with easier allocations in your Xero Netcash bank account

1. Client/Customer payments (Pay Now)

If you would like to activate Pay Now for your customer invoices, please complete the following steps:

 

On the landing page of the Netcash app, expand the customer payments – (Pay Now) container.

 

  1. Click on the GO TO PAYMENTS SERVICES tab.

  1. Click on ADD PAYMENT

  1. The Netcash Pay Now payment services will be added to the branded theme in Xero. This means that every time you generate and send a customer invoice from your XERO account it allows your customer to pay this invoice via the Netcash payment gatway. 
Click here to read more about the Netcash payment methods.
Click here to read more about our Billing Solution

Invoices generated from XERO will include a Pay with Netcash button in the email. Simply click on the Pay with Netcash button to access the Netcash payment gateway. Your customer will be presented with numerous Payment methods.

Note: Only invoices issued in South African Rands are payable through Pay Now.

View our Pay Now QSG

2. Supplier/Creditor payments

 

Before we setup the suppliers in the Netcash Xero App we must ensure the suppliers in Xero are prepared for supplier batch exports in the Netcash Xero App.

 

Two things that are important are :

  1. Supplier Bank Details
  2. Supplier invoices.

 

To ensure these are in place:

  1. Login to Xero
  2. Contacts/Suppliers/Click on Supplier name/ Edit
  3. Scroll to Financial details and insert the details required (Please capture the bank account number and bank account name of the supplier. The branch code will be added in the Netcash Xero app, where the initial bank account validation is performed.)

Creating and sending invoices in Xero

To send supplier invoices to the Netcash Xero app, there must be an existing invoice/s for the supplier. 

 

  1. Click on Business/Bills to pay/New Bill
  2. Insert bill details
  3. Click on Approve

Creating supplier payment batches

Your suppliers are now ready for payment.

  1. Login to the Netcash Xero App.

  2. From the side hamburger menu, select Suppliers.

3. A list of your suppliers will be displayed. It is important that we first validate all your supplier bank accounts before we process a supplier batch to Netcash. To validate a supplier bank account, click on the validate account button next to the applicable supplier.

  1. Select the bank from the list of universal branch codes or slide the custom bank option and manually type in your branch code.

  2. Click on Validate and view the top right corner of the screen for the result.

Note: Once the bank account has been validated it will change from a red cross to a green tick.

Creating a payments batch

  1. Invoices are grouped by the supplier, select the invoices that you would like to pay and click on CREATE PAYMENT BATCH.
  1. Select the date and payment type for the batch.
  1. Edit amounts if you wish to part-pay invoices.
  2. Click on NEXT.
  3. Click on Statement References to ensure the supplier receives the correct reference next to the payment on their bank statement. This field defaults to the Xero organisation name.

6. Click on UPLOAD PAYMENT BATCH to send the batch to Netcash.

  1. The payment batch has now been sent to Netcash. Log in to your Netcash account to authorise the batch.

Note: Batches are locked on upload by default – only action dates and service types can be edited. The refresh button will update the app with any recent supplier payments created in Xero. Suppliers and zero-value invoices will remain listed in the Supplier menu until they are processed via the Statement download /reconciliation function.

Read more about Creditor payments

Statements & Reconciliation 

It is important that we map a few account types to your Xero account to assist with easier and simpler reconciliation by mapping. These account types that have been mapped will auto-reconcile in your Netcash bank account in your Xero accounting. 

 

  1. Log in to the Netcash Xero App
  2. From the main hamburger menu, select the Statement menu.
  3. Click on the Statement Mapping button.
  1. Map each of the accounts as required.

Note the ‘Do not map ‘option. Not all account types have to be matched, but doing so will benefit your auto reconciliation.

 

If salaries are being processed in the Netcash account that is linked to your Xero Netcash app, ensure that the mapping is done for the salaries under the Account mapping screen. This will result in a single consolidated transaction being displayed in Xero. Without salary mapping, individual salary transactions will be displayed in the Netcash bank account in Xero.

 

5. Save the mapping (click on update mapping).

Auto reconciling

The Netcash Xero App will automatically retrieve your Netcash statement daily and post the transactions to the various Xero Ledger accounts. Note that supplier payments and customer payments are automatically mapped to the correct accounts and do not require manual mapping. Other transactions that did not originate from Xero but were processed through the Netcash system will be included in the daily automatic retrieval of your Netcash statement and posted to your reconciliations Tab to be reconciled.

Notes:

  • Any unreconciled transactions can be posted manually from the statement screen by clicking on the Process Transactions button.
  • Missing statements can be requested using the date range selector.
  • Use the Filter to select Processed/Unprocessed or All transactions to view

All unreconciled transactions can be viewed and reconciled in your Netcash bank account in Xero.

Read more about the Netcash statement
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