RAVE’s Xero Payment Syncing function will significantly reduce double handling and extra work needed by the accounts team for companies who have connected Xero to RAVE.  With Xero Payment Syncing, payments made on Bills and Invoices in Xero will be reflected in RAVE within 1-5 mins, though Supplier and Client Credit Notes sync twice daily. 


 

NOTE: Once Xero Payment Syncing is turned on, you are unable to manually mark these as paid and unpaid in RAVE – therefore we recommend that you do some final housekeeping in RAVE before continuing with the setup process. This means any old Invoices/Bills or Credit Notes need to be marked as paid BEFORE you click the ‘Enable Payment Syncing’ button.  

i.e. When this setting is enabled, payment options for Bills, Invoices & Credit Notes within Rave will be hidden, and instead, RAVE will sync with any updates in Xero, and update approved documents accordingly.

 



Setting up RAVE's Xero Payment Syncing


To activate RAVE's Xero Payment Syncing in RAVE:

  1. Firstly log into RAVE, and click on your Profile Dropdown  to access the menu options 
  2. Select the Xero option
  3. From the Xero page, click on the 'Enable Payment' button to activate the Xero Payment Syncing system

    And now, with Xero Payment Syncing activated
    - Payments made on Bills and Invoices in Xero will be reflected in RAVE within 1-5 mins
    - Supplier and Client Credit Notes actioned in Xero will sync at 12pm (noon) and 12am (midnight) 

    Furthermore, all actions are recorded in the project's audit trail, with an explanation of what was done in Xero, and sent back to RAVE.  As RAVE does not track your Xero login name the audit trail user will be blank - but as access to your Xero account is restricted to specific and authorised staff, this should not be a big issue.  



Special Cases 1:

  • If a partial payment is made in Xero, RAVE will show the bill or invoice as partially paid, with the amount paid displayed in the paid box.
  • If an overpayment is made in Xero, RAVE will show the bill/invoice/credit note as fully paid, and the overpayment will sit in Xero until it is allocated to the next bill/invoice/credit note.  RAVE does not show the bill/invoice/credit note itself as overpaid as Xero allocates the overpayment to the contact, not to the bill/invoice/credit note.
  • If a bill/invoice/credit note is reconciled in Xero and then removed, RAVE will also remove the payment in RAVE. 

 


Special Cases 2:

  • If a new line is added to a bill/invoice/credit note in Xero - it will be added in RAVE
  • If an item changes description, price, quantity, chart of account code, billed date, due date, etc - this will also be reflected in RAVE.
  • If a reference number/name is changed in Xero it will NOT change in RAVE - YOU will need to manually change this.
  • If a supplier name is changed in Xero it will NOT change in RAVE - YOU will need to manually load this in RAVE. 
  • If a document is added in Xero it will NOT be sent to RAVE -  YOU will need to manually load this in RAVE.


 Xero Payment Syncing examples: 


In the below example, the original Bill from RAVE was sent to Xero with a total cost of $3441.38 including GST and the account codes were blank. When it got to Xero we realised we forgot to add a travel charge and the chart of account code, so we added the line in Xero, and added the travel charge, and then saved it.

> When we went back into RAVE the updates had been automatically added - as per the screenshots below. 

Xero Payment Syncing Partial Payment example: 


Partial Payments are allocated with the use of the keywords 'Partial Payment' in the payment box.  You can partially pay as many times as you need to get the bill/invoice/credit note fully paid.  

In this example, we have paid our supplier $2500 towards their bill.




 

Xero Payment Syncing Over Payment example: 


Overpayments are not allocated to the bill/invoice/credit note as this is not how Xero records them. If you have received an overpayment in Xero, or you sent an overpayment, it is stored in Xero against the contact themselves. In the below example we explain further how this works. 

 

I have 2 bills in RAVE, and 2 bills in Xero for the same supplier. We accidentally paid the first bill an extra $1,000 - or I received $1000 extra on a client invoice (it works the same way).  When I allocate the payment in Xero it will fully pay the first bill and then ask if you want to allocate the overpayment (referred to as a credit).  You can then choose to pay the second bill or not. 


- If you select yes and allocate the $1,000 overpayment, Xero will auto-mark this one as having a partial payment.  You can allocate the overpayment to as many bills/invoices as you need to use all or only a part of it. RAVE will see the payments made and change the status to suit. 

In the example below our first bill is now 100% paid and our second bill has $1,000 allocated toward it.