Xero
Connect the club's Xero once: map the account codes, choose per payment or daily summary, press Sync now, then the hourly sync runs by itself.
What it's for
Every payment, refund, Stripe fee and payout lands in the club's own Xero by itself. A payment becomes a sales invoice plus a payment into the account the money reached, with the receipt number as the invoice number; a refund becomes a credit note plus a refund payment; a Stripe card fee becomes a spend transaction on the Stripe clearing account; a Stripe payout becomes a bank transfer from clearing to the bank. In Daily summary mode it is one invoice, credit note and fee per day under one contact. Waivers, disputes and credits are not money moved and are not posted. A club without a connection keeps the ⬇ Xero CSV under Members › Payments.
Nothing is posted twice: every posted item is remembered, a re-run posts nothing new, and disconnecting keeps that memory so a reconnect never double-posts.
Before you start
- The club's Xero sign-in, and the account codes the treasurer uses: membership income, entry income, card fees (expense), refunds (blank means the income account), the bank account, and the Stripe clearing account (blank means card money is posted straight to the bank and payouts are not sent).
- GST on sales lines follows the GST number under Club payments.
Steps
- Open Settings › Money › Club payments and scroll to XERO.
Connect, the account codes, how to post, Sync now - Press Connect to Xero. Xero's page opens; sign in and pick the organisation; you come back with ✓ Connected to Xero and the badge Connected.
- Type the Account codes: Membership income, Entry income, Card fees (expense), Refunds, Bank account, Stripe clearing account. The help line names any still needed before a sync.
- Pick How to post: Daily summary (one summary invoice per day) or Per payment (one invoice and payment per receipt). Press Save mapping.
- Press Sync now. The card then reads the organisation's name, the last sync time and how many items were sent.
- From here the sync runs every hour on its own. Disconnect stops it.
What success looks like
The invoice and its payment appear in Xero after Sync now, and the next day's payments appear without you pressing anything.
If something goes wrong
- Xero is not configured on this server: there is no button; tell Race Bureau support.
- That link was stale — press Connect to Xero again or Sign in to the same club and press Connect to Xero again: start the connection again from this page.
- Needs attention on the badge: the last sync stopped on a Xero error; the line under the card says why. What was sent stays sent; the next run carries on.
- The card asks you to connect again after a long quiet spell: a club that goes 60 days without a sync has to reconnect.
Related
- Previous: Reports
- Next: Race Relay
- How it fits: Money, from the entry to Xero
- In Settings: Club payments
- Ledger