Once you have signed up for the connector your Brightpearl consultant will provide login credentials to the Brightpearl/Xero web application. From within this web app, you can specify the accounts to connect to, configure field mapping between the systems and view synced data/integration logs. Your Brightpearl consultant will work with you to configure these settings. It is highly recommended to involve your accountant and/or Xero consultant as well.
Once logged in to the web app, all settings can be accessed via the left-hand menu.
Brightpearl settings
Accounts
At Account settings > Brightpearl settings > Accounts you can view and edit the Brightpearl account to which the connector is connected. Existing connections can be configured by clicking the Edit button under the Actions header, and new accounts can be added by clicking the Add new account button.
When adding or editing Brightpearl account settings you will see a modal with the following options:
| Field | Description |
| Account name | The account ID you use to log in to Brightpearl |
| Date center code |
When logged into your Brightpearl account, if the URL begins euw1, please use 'eu1' If it begins use1, please use 'use' |
| The email address you use to log in to Brightpearl | |
| Password | The password you use to log in to Brightpearl |
| View URL |
The URL when logged into Brightpearl, this will be one of the following: https://euw1.brightpearlapp.com or https://use1.brightpearlapp.com (see the image below for an example) |
| Reference | N/A |
| Token | N/A |
Default configuration
The Brightpearl default configuration settings can be accessed in the web app by navigating to Account settings > Brightpearl settings > Default configuration.
These settings will be configured by your Brightpearl consultant, but to help them achieve this you will be sent a configuration questionnaire and they will arrange a meeting to discuss your accounting requirements. It is strongly advised that your accountant and/or Xero consultant joins this meeting too.
New configurations can be added by clicking the Add new configuration button. Existing configurations can be updated by clicking the Edit button. When adding or editing Brightpearl default configuration, you will see a modal with the following options:
| Field | Description |
| Brightpearl ID | The account ID you use to log in to Brightpearl |
| Default warehouse | The default warehouse in Brightpearl (used for stock adjustments) |
| Fetch purchase order status | The status which triggers purchase invoices to be pushed to Xero |
| Fetch purchase credit status | The status which triggers purchase credits to be pushed to Xero |
| Fetch sales order status | The status(es) which trigger(s) sales invoices to be pushed to Xero |
| Fetch sales credit status | The status which triggers sales credits to be pushed to Xero |
| Default nominal code | The default sales nominal code in Brightpearl |
| Default payment method | The default payment method in Brightpearl |
| Default currency | The base currency in Brightpearl (3 character ISO code, e.g. USD) |
| Product category custom field | This field is used when nominal mapping is required per product category |
| Default BP timezone | Brightpearl account time zone (required for server synchronization). Find this in Brightpearl at Settings > Company > Other options |
| Un-invoicing enabled | Yes/No. When orders are uninvoiced in Brightpearl, they are voided in Xero |
| Payment reversal enabled | Yes/No. When payments are reversed in Brightpearl, they are voided in Xero |
These settings may be changed at any time and are updated immediately for the connected Brightpearl account.
Xero settings
This section is used to define the default configuration settings on the Xero side. In the case of a multi-company integration, the settings are defined for each Xero company.
Accounts
At Account Settings > Xero settings > Accounts you can view and edit the Xero account(s) to which the connector is connected. Existing connections can be configured by clicking the Edit button under the Actions header, and new accounts can be added to the connector by clicking the Add new account button.
| Field | Description |
| Brightpearl save ID | Choose the Brightpearl account ID from the dropdown |
| Xero company name | The company name for this Xero account |
| Consumer key | This token will be generated by our developers when setting up the connection |
| Consumer secret | As above |
Default configuration
Default configuration for the Xero account can be accessed by navigating to Account settings > Xero Settings > Default Configuration. Clicking the Edit button opens up a window to enter or update the settings.
| Field | Description |
| Xero ID | Xero company name |
| Xero COGS account ref | Cost of Goods Sold account used in Xero |
| Xero income account ref |
Income account used in Xero |
| Xero asset account ref | Stock account used in in Xero |
| Xero expense account ref | Expense account used in Xero |
| Xero stock adjustment account ref | Account for inventory corrections |
| Xero discount account ref | Account for discounts (if tracked separately to sales) |
| Xero default sales order tax code | Used by default if tax codes are not mapped |
| Xero default sales order no tax code | Used by default if tax codes are not mapped |
| Xero default sales line item tax code | Used by default if tax codes are not mapped |
| Generic SKU | Xero item ID used for order line items without a SKU |
| Shipping item ID | Xero shipping item ID |
| Discount item ID | Xero discount item ID |
| Shipping product identify nominal code |
Brightpearl account code for shipping income (if tracked separately) |
| Default currency | Xero base currency |
| Product purchase price list | Default cost price list in base currency |
| Product sell price list | Default sell price list in base currency |
| Default channel | Default sales channel in Brightpearl Used for multi-company integration. Keep “Select Channel” if single-company integration |
| Default warehouse | Default warehouse in Brightpearl Used for multi-company integration. Keep “Select Warehouse” if single-company integration |
Mapping
Mapping allows you to specify how data from one information system maps to data from another. It is required to transfer data between two systems that do not share a common data model, in this instance between Brightpearl and Xero.
The following mapping options are available in the connector:
| Mapping type | Description |
| Channel tracking cat. mapping | Map Brightpearl sales channels to Xero tracking categories |
| Payment mapping | Map Brightpearl payment methods to Xero bank/clearing accounts |
| Tax mapping | Map Brightpearl tax codes to the Xero tax equivalents |
| Nominal code mapping | Map Brightpearl nominal code to Xero accounts |
| Customer type mapping | Map customer types between Brightpearl and Xero |
New mappings can be added by navigating to Mapping in the left-hand menu, choosing the mapping type and selecting the Add New Mapping button found at the top right of each mapping screen.
Once the account setup, default configuration and mappings have been configured you are ready to use the connector!