Nazeel Property Management System Linked with Xero

1. Introduction

The Objective of the System is to integrate the accounting features available in the online cloud based accounting software Xero with Nazeel. Xero is an online cloud based accounting software, Nazeel is Property Management Software with all the features required for this business

2. Integration Data Flow Diagram

3. Integration Settings

Integration settings page provides an option to connect to your xero organization. The moment user click connect to Xero button user redirected to Xero Login page and after entering the xero credentials user can select name of the Xero Organization to connect with Nazeel PMS. On successful authorization in Xero redirected back to Integration settings page. Now Integration settings page shows name of the Xero Organization connected. Below diagram shows Nazeel and Xero Organization connection process. Below diagram shows Nazeel and Xero Organization connection process.

4. General Accounts Settings

This page is used to define accounts and tracking categories options for payment methods, transaction types, Tax rate, prepayments and general settings. Tracking category names are shown in the grid header and its options created in Xero are shown here for user selection against tracking category. Account ID column linked with Xero chart of accounts. This page available under menu item Xero Settings -> Account Settings

4.1. Payment Methods

There are 6 mode of payments, transfer from and to bank settings are available in this section. Mode of payments are Cash, Cheque, Bank Transfer, Network, Digital Payments and OTAs all these payments methods are mapped to Nazeel payment methods for transaction posting to Xero. The user can define bank accounts for one or multiple payment methods. To save settings bank account is mandatory and tracking categories options are optional. User can set one or both tracking categories based on their needs. For Transfer from Bank and Transfer to Bank Nazeel transactions, Xero bank account to be set against each transaction type here.

Below screen shot shows list of Bank Accounts created in Xero Organization. These Bank accounts are linked to Nazeel payment method selection

4.2. Tax Rate

Tax Rate settings shows the tax rates defined for Xero, where account name bind with list of tax rate created in the Xero Website. User can set appropriate tax rate for Booking Invoice, Service Payment and General Expenses Nazeel transactions to Xero data posting.

4.3. Prepayment Account Settings

Prepayment Account settings shows list of accounts created in the Xero, account name bind with Xero chart of accounts except bank accounts. The user can set appropriate account for Prepayment (Advance). This account used for Payment and Receipt transactions when excess payment received or paid. Xero prepayments spend and receive transactions use with this selected account.

4.4. Transaction Settings

There are 2 types of transactions account can define here, they are Room Charges and Insurance. In Transaction type Room charges, assigned account and tracking categories options are used in the Booking Invoice creation page. Transaction type Insurance defined accounts and tracking categories options are used in the Booking screen Insurance payment and return transactions

4.5. General Settings

General setting customers defined account used to refer contact name for each booking invoice creation and general receipts data posting. General vendors settings contact used for General Expenses posting.

5. Expenses Account Settings

This page List Expense accounts created in the Nazeel, and user can set account name and tracking categories and options created in Xero for one or multiple Expense accounts. These expense accounts are referred in the general expenses transactions. To open this settings click Xero Settings Menu and select Expense Items menu Item

6. Services Account Settings

This page shows list of Services created in the Nazeel, and user can set account name and tracking categories options against each services. These service accounts are referred in the service payment posting in Xero To open this settings click Xero Settings Menu and select Expense Items menu Item

7. Business Process

7.1. Booking Invoice Creation

Whenever user creates booking invoice in Nazeel, It is posted to invoices section in Xero, the limitation is when customer and company selected in booking then Company Name shown in Xero Invoice Reference column.Customer settings available in account settings page under general category contact name used as Invoice customer in Xero. Room Charges settings available in account settings page under transaction category accounts and tracking categories are used while create invoice in Xero. While creating invoice in Xero system will check for any prepayments available for the current booking, if any prepayments available for current booking then prepayments belongs to this booking automatically setoff against the invoice.If the Invoice combined with any services. Service details are created as separate line Item in the Xero Invoice. Accounts settings Tax Rate are applied in the Xero Invoice Creation for Tax Details. The Invoice Popup Page

Select from date and to date to create invoice, it is possible to have multiple invoices for one booking with different date period.After selecting from date, to date and you can record Notes if any, then click on Add button to create new Invoice.

Details posted to Xero are accounts settings customer mapped in general category used as party name (To Column) in Xero invoice, and actual Nazeel customer name referred in the Xero invoice remarks column, invoice no., amount, tax details, invoice creation date, transaction type room charges account settings and its tracking categories.

Below is invoice detail view in Xero

7.2. Booking Receipt

When user creates any booking receipt transaction, the same is posted to Xero either as prepayment or settle against existing invoices for this booking. I.e. when posting the booking receipts system will check for the invoices pending for this booking.if any invoice is available then the receipt settled against available invoices, then it looks for any prepayment (SPEND) is available (refund done without any receipts from customer), if so then it will be adjusted spend prepayments, if payment received more than Invoices values and refund, then the additional amount recorded as prepayment against that booking in Xero.For recording the prepayment in Xero, payment method settings bank account used to create receive bank transaction. Payment method bank account, general customer account and prepayment account should be available in Nazeel during creating receive bank transaction in Xero. If one or more account settings in Nazeel not defined then Xero posting will not takes place, but transaction data captured and shown in transaction history under failed transaction, where user can repost transaction to Xero after defining all 3 required accounts settings.

The Receipt Amount set against the invoice available for this booking in Xero, below shows receipt amount settlement against outstanding invoices for this booking

When there is no invoice available for selected booking then the receipt amount posted as Prepayment (receive bank transaction) in Xero.

7.3. Booking Refund

When user creates any refund to customer, Xero will check if any prepayments available for booking then it will setoff that prepayment for this refund, if no prepayment available for this booking while creating Refund, then Prepayment SPEND bank transaction created for this booking in Xero. If selected payment method bank account not defined in the settings page, then Xero posting will not takes place, but transaction data captured and shown in transaction history under failed transaction, where user can repost transaction to Xero after defining the required account settings.

The refund rent amount setoff against the payment already received from customer for this booking in Xero, below shows refund amount settlement against prepayment available for this booking

When there is no advance payment available for selected booking during the refund transaction, then refund amount recorded as Prepayment (SPEND) bank transaction. In the below case refund 150 SAR done without any advance payment received from customer. This refund amount will be settled when we receive next payment for this booking from customer.

The corresponding posting in Xero shown below

When we receive payment from customer, this refund amount setoff for the new payment.

7.4. Booking Insurance Receipt

When booking insurance payment transaction created in Nazeel, then the same is posted to Xero as receive bank transaction entry and make use of insurance transaction type and payment method defined in the Nazeel accounts setting page If insurance and selected payment method not defined in the settings page, then the transaction captured and stored under failed transactions in the transaction history, once required accounts defined in settings page, then the user can repost from transaction history page to Xero.

The booking insurance receipt posted to Xero as receive bank transaction, the below screenshot shows bank transaction details posted in Xero

Below shows detail view of booking insurance posted in Xero and Narration in account posting is set as Name of the posting (Insurance Receipt) and followed by Booking No. and Customer by system.

7.5. Booking Insurance Refund

When booking insurance refund transaction created in Nazeel, then the same is posted to Xero as Spend Bank Transaction Entry and make use of insurance and payment method defined in the accounts setting page If Xero accounts not defined for insurance and selected payment method in the Nazeel settings page, then the transaction captured and stored under failed transactions in the transaction history, once required accounts defined in accounts settings page, then the user can repost from Nazeel transaction history page to Xero.

The booking insurance refund posted in Xero as Spend Bank Transaction Entry, the below screenshot shows how details4 are posted in Xero, Narration in account posting is set as name of the posting (Insurance Return) and followed by booking no. and customer name by system.

Below shows detail view of booking insurance refund in Xero

7.6. Booking Receipt through Draft Voucher

when user creates draft voucher payment in booking page, there won’t be any posting Takes place in Xero, Xero posting takes place only when user perform collect draft event in the Manage Draft Invoices pages. To create Draft booking receipt Open the booking page and click + icon under finance section

Locate the draft voucher to be collected. List of created draft vouchers are shown below.

The Receipt Amount set against the invoice available for this booking in Xero, below shows receipt amount settlement against outstanding invoices for this booking

When there is no invoice available for selected booking then the receipt amount posted as Prepayment (receive bank transaction) in Xero.

7.7. Services Receipt

When user creates services payment transaction, this payment is posted as receive bank transaction in Xero, Services account settings and it’s tracking categories options, payment method bank account used as bank name in Xero. If selected service account and payment method bank account not defined in the services account settings page then, Transaction data captured and stored as failed transactions under transaction history in Nazeel, user can repost once required accounts settings done in Nazeel

Select name of service which is requested by customer and enter the quantity, then click on Post to Service Income button to create services payment.

Once service payment invoice created in Nazeel, and on successful creation of payment in Nazeel, the same posted to Xero as receive bank transaction entry, the below screen shows the service payment posted detail in Xero Here comments in payment popup page are mapped to receive bank transaction entry narration column.

7.8. Receipt Vouchers

When receipt voucher is created in Nazeel based on the accounts defined for payment method and customer in the account settings page, receipt voucher details are posted to Xero as receive bank transaction entry

On successful creation receipt voucher in Nazeel, same is posted to Xero, below shows the receipt voucher posted as receive bank transaction in Xero

Below shows the detail view of the receipt voucher as receive bank transaction posted in Xero.

General settings customers defined in the account settings page account name is used as contact (from) for bank transaction for Xero posting and corresponding tracking categories and its options are mapped in Xero posting.

7.9. Transfer from Bank Receipt Vouchers

Transfer from bank receipt voucher popup page, Get from the Bank checkbox should be selected to consider receipt voucher as transfer from bank receipt voucher

Payment method transfer from bank settings account name (Xero bank name) used for posting bank transaction in Xero. Below screen shots shows the transfer from bank receipt voucher bank entry.

Below screenshots shows the detail view of the transfer from bank receipt voucher entry.

7.10. General Expenses

In the Payment voucher Page when the transaction type is Expenses, then general expenses transaction posted to Xero as Spend Bank Transaction Entry. Accounts details are referred based on Payment method defined in the account settings page and Expense account defined in the Expenses accounts settings page.

On Successful creation of general expense payment voucher, data captured and posted to Xero as spend bank transaction entry. Narration in account posting follows Voucher No- Paid to Name-Amount-Purpose format. Here Payment method is posted as Credit and selected cost center account posted as Debit.
Below shows the view of general expenses posted in Xero

Below shows detail view of the general expense payment voucher posted in Xero

7.11. Transfer to Bank Payment Voucher

In the Payment voucher Page when the transaction type is selected as Transfer to Bank, then payment voucher transaction posted to Xero as transfer bank transaction. Accounts details are referred based on account name defined for transfer from bank under account settings page payment method.

Payment Voucher popup page to create Transfer to bank transaction

On Successful creation of payment voucher for transfer to bank, data captured and posted to Xero as Transfer Bank Transaction entry. Below shows the view of transfer to bank payment voucher posted in Xero

Below screen shot shows detail view of date posted in Xero

7.12. Checkout – Close Booking

When user perform checkout or close booking in the booking page pending Invoice, Receipts, Payment return and Insurance return transactions are posted to Xero based on accounts details defined in the settings pages. Details about the posting specified at points No. 7.1 for Invoice, No. 7.2 for Receipts, No. 7.3 for Refund and No. 7.5 for Booking Insurance Return.

8. Transaction History

Shows history of all the transactions posted to Xero including failed transaction. i.e transactions not posted to Xero due to some issue

8.1. Filters

The available filters are transactions history based transaction dates, view failed transactions separately. Number of Xero API calls for current date shown to users because in Xero users can have maximum 5000 Xero API calls per day. Below screen shots shows Filter locations.

Below page sample shows how to view failed transactions only

8.2. Actions

There are 3 types of Actions can performed on each transaction displayed in this page, they are user can view details about the transaction by clicking View Icon , can delete transaction history log entry using image icon if required and can repost failed transactions using image icon after correcting reason for why transaction not posted to Xero.

9. FAQ

1. How do I connect to Xero?

From Nazeel application integration settings page just click connect to Xero button, which redirects to Xero Login page, where user needs to enter Xero credentials then followed by select name of the Xero Organization need to connect and click Xero Allow Access button. Now user redirected back to Nazeel Application and name of connected Xero Organization shown in the Nazeel Integration settings page.

2. How do I disconnect from Xero?

At any time user can disconnect from Xero organization. just access settings page in Nazeel and click Disconnect from Xero Button to disconnect from Xero. Now no data posting takes place from Nazeel to Xero. but all Nazeel transactions captured and recorded in the transactions history page. later user can repost transactions to Xero if required or he can remove transactions from Nazeel transactions page.

3. When and how does data sync occur? Is it manual, automatic, on login, in real-time. Are there any settings related to synchronizing?

Data sync occurs in real-time automatically once connection with Xero established and Nazeel Xero account mapping done. in case of any issue in data posting to Xero. The transaction details caputured and recorded as failed transaction in the Nazeel transaction hiostory page. where user can repost to Xero manually after correcting the error message shown in the transaction history page.

4. Can i set Tracking categories options against each account in Nazeel PMS?

Yes. It is possible to define tracking categories options against each account you defined in the Nazeel Account settings page. Tracking Categories and its options defined in Xero organizatiuon are listed in Nazeel PMS for user selection against each account.

5. How do i identify name of xero organization connected?

Name of the connected Xero organization displayed for user in the Nazeel-Xero Settings page itself along with xero connection status.

6. What happens when daily API calls limit reached?

Once Day limit 5,000 Xero API Calls reached then transactions recorded in the transaction history as failed transaction and defining that Xero API Day Limit reached. The next day user can manually repost failed transactions to Xero, So that user can make sure no transactions missed.

7. Can i have my own invoice prefix?

Yes. User can defined maximum of 5 characters as invoice prefix in the Nazeel integration settings page for all invoices posting to Xero.

8. Does your Integration supports Deep Links?

Yes. Using deep links makes it easy for you to navigate directly to a document within Xero from the Transactions listed in the Nazeel Transaction History Page and also from Xero to Nazeel Transactions view page. It helps you to easily verify transactions in both side i.e. Xero and Nazeel Application.

9. What happened if i delete or archive any accounts in Xero which is already mapped in Nazeel Application Xero Account settings page?

Our Integration makes sure Nazeel mapped accounts exits and not archived in Xero before posting transactions to Xero. if already mapped Xero Account either Archived or deleted in Xero then The Nazeel Transactions captured and recorded under failed transactions and with showing reason that already mapped Xero Account archived or deleted, Now user can map correct account in the Nazeel and repost failed Transactions from Nazeel Transaction History Page.