Configuring the Xero connector

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.

mceclip1.png

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.

mceclip0.png

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'

Email 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

 

mceclip0.png

 

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

mceclip6.png

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. 

mceclip5.png

Once the account setup, default configuration and mappings have been configured you are ready to use the connector!

Have more questions? Submit a request