Vantagepoint - Xero
The Vantagepoint - Xero productized integration connects the two systems so project accounting is managed in Vantagepoint and the general ledger is managed in Xero. This productized integration is accessible through the Unionpoint Portal.
Productized Integration Overview
Deltek Vantagepoint is a single cloud-based or on-premises solution that puts projects and people at the center of your business so that you can improve productivity, efficiency, and profitability. Xero is a third-party application that helps you manage bookkeeping, invoicing, and other accounting functions.
The Vantagepoint - Xero productized integration delivers all features of a complete professional services automation (PSA) solution without disrupting your current accounting processes.
This productized integration supports the Vantagepoint Front Office package (PSA, CRM Plus, Time & Expense, and Resource Planning modules) and Xero (Accounting module).
Deltek recommends that you implement best practices for deploying productized integrations. For information, see the section for Productized Integration Deployment of Best Practices in Using the Unionpoint Portal.
Considerations and Limitations
When using the Vantagepoint - Xero productized integration, take note of the following considerations and limitations:
- The productized integration setup requires the support of Deltek or approved Deltek partner consulting services.
- In the Unionpoint Portal, there is a setting for language. Make sure to select the same language in Vantagepoint. Otherwise, "Text not translated" displays for tax code and account code names.
- Even though there is a two-way integration between Vantagepoint and Xero, it is recommended that the creation and modification of client and vendor records be done in Vantagepoint.
- Firm Address API does not allow edits, so you need to make the change in Vantagepoint.
- It is recommended that the autonumbering feature for Firm be set up and that a new Firm record be created in Vantagepoint since Xero will not assign client/vendor to a contact until a transaction against the contact is created.
- If a new Firm is added to Vantagepoint and the Available to: Accounting Users option is selected, the Firm will be created as a Contact record in Xero.
- If the record was already created as a Contact record in Xero, deselecting the Available to: Accounting Users option will disable the sync.
- If a Firm is set in Vantagepoint from Inactive to Active, nothing will happen in Xero. You will need to go into Xero to update.
- Primary Address goes to Street Address in Xero.
- Billing and Payment Address goes to Postal Address in Xero.
- Vantagepoint and Xero should be set to use the same number of characters for ClientID (Vantagepoint) and Account Number (Xero). Otherwise, if the Account Number exceeds the maximum number of characters configured in Vantagepoint, it can result to an incomplete value for ClientID when syncing to Vantagepoint. While the productized integration does not use the ClientID to link customers, the mismatch can still be confusing. The maximum length supported by Vantagepoint is 20 characters.
- When an account is created in Xero, the Chart of Account record will be created in Vantagepoint.
- To ensure visual parity with Xero, Vantagepoint should be set up to not use decimals and to match the format of the Chart of Accounts in Xero.
- It is recommended to complete the cleanup of Chart of Accounts in Vantagepoint prior to the initialization of the productized integration.
Xero has a requirement that taxes are displayed on the same line as the taxed amount. During the initial sync, the tax codes will be pulled from Xero and created in Vantagepoint.
- Both combined and compound taxes are supported.
- Interactive Billing Tax Code overrides are not recommended with the productized integration. Using a Tax Code as an override on a line item that has the same Output definition as the Tax Code(s) defined in the Billing Terms (such as both Tax Codes with Output setup for Expense Billing), will cause an incorrect calculation of the tax and invoice amount on the invoice that is sync with Xero. Instead, it is recommended that customers uses the WBS levels of the project and Taxes by Phase/Task setup in Billing Terms to separate and define different Tax Codes as needed for line items.
- Lookup table will be used to map tax codes between Vantagepoint and Xero.
- For a Tax Code, Xero uses a name instead of a code.
- The productized integration will create a unique code as the Tax Code in Vantagepoint.
- The name of the Tax Code in Xero will be used as the description of the Tax Code in Vantagepoint.
- Xero tax codes contain tax components.
- Each tax code consists of at least one tax component.
- Tax Code name is the unique identifier.
- Tax component names are not unique across other tax codes.
- Tax code name and tax component names can be 50 characters long; Vantagepoint only allows 10 characters for tax code IDs.
- Deleting a tax code in either system will need to be manually updated in the other system.
- The productized integration does not support the syncing of banks between Vantagepoint and Xero. Creation of Bank(s) need to be manually created in Vantagepoint.
- Bank codes/accounts are required in Vantagepoint to create Cash Receipts and AP/EM Payments.
- Xero uses a GUID for their unique bank ID and Vantagepoint uses a character limited bank code. Therefore, when these are manually created in Vantagepoint, the bank names must match in both systems.
- A lookup table will be used to support processing transactions.
- If a new Employee is added to Vantagepoint and the
Available to: Accounting Users option is selected, the Employee is created as a Contact record in Xero.
- The employee record is added to a lookup table in Unionpoint. This will support the Expense report process and payments.
- If the record was already created as a Contact record in Xero, deselecting the Available to: Accounting Users option will disable the sync.
- AP Invoices in Vantagepoint are called Bills in Xero. When an AP Invoice is created and posted in Vantagepoint, the bill is created in Xero as
Authorized.
- Voucher numbers need to be configured in Vantagepoint (in ).
- Deleting an AP Invoice needs to be manually done in both Vantagepoint and Xero.
- AP Voucher address defaults to the Contact postal address in Xero, even if a different one is selected when creating the AP Voucher in Vantagepoint. The postal address for a supplier in Xero is mapped to the payment address on a Firm in Vantagepoint.
- When an AP or EM payment is made in Xero, the payment is created and posted in Vantagepoint.
- Only the Xero Accounting module is supported, which does not include Employee records.
- When deleting an AP or EM payment in Vantagepoint, it has to be manually deleted in Xero.
- Do not override the payment currency. This will create a mismatch with the bank currency. For example, if an AP voucher entered in Vantagepoint is in GBP, synced to Xero in GBP, and then paid in EUR, the payment will go across based on the bank EUR and a mismatch occurs.
- AP and EM Credits / Reversal requires a manual process and is not supported by the productized integration.
- An employee expense report in Vantagepoint will be created as a bill that is tied to a contact (supplier) record in Xero. The process is similar to AP Invoices.
- Only the Xero Accounting module is supported, which does not include Employee records.
- If an employee expense report is deleted in Vantagepoint, the corresponding bill must be deleted manually in Xero.
- The amount sent to Xero is in the payment currency.
An invoice is created in Vantagepoint either in Interactive Billing or Transaction Center. After accepting and posting the invoice in Vantagepoint, the invoice is created in Xero with the status of Authorized.
- Invoice Line Data created in Xero is grouped by Item Code and Tax Code
- Item Code = Invoice Section
- For tax code mapping, see the Tax Codes section in Configuration (of Unionpoint Portal).
- If the database is multicurrency, the billing currency code and amount is sent to Xero.
- Invoices that are unposted in Vantagepoint will need to be manually deleted from Xero.
- Negative invoices will not be sent to Xero and the user will get an error email stating that there is an error processing the invoice batch and that a negative amount is present in the invoice.
- The link to the Xero Customer for the invoice should be based on the Billing Client assigned to the project, not the Primary Client.
- For Billing Groups, if consolidated, the main project for the group will be sent to Xero. Otherwise, each project will be sent to Xero.
- In Xero, Credit Memos are called Credit Notes. You can submit a Credit Memo for Invoices in Vantagepoint that have been posted and not paid. After creating and posting the credit memo, a credit note is created in Xero with the status of Authorized.
- To reverse or credit invoices that have been posted, see Invoices via Interactive Billing.
- When receipt of payment is processed for an invoice in Xero, the cash receipt will be created and posted in Vantagepoint as follows:
- If a payment is deleted in Xero, then the Cash Receipt file will need to be manually unposted and the file deleted in Vantagepoint.
- For multicurrency environments, the cash receipt payment is recorded in Vantagepoint using the billing currency of the invoice.
- Cash receipt information is pulled from Xero every five minutes.
- When a journal entry is posted in Vantagepoint, a journal entry will be created in Xero. This is to support revenue, work in progress, and unit transactions, all of which have no tax codes involved.
- Manual journal entries that require tax codes need to be entered directly into Xero.
- The management of daily exchange rates in Vantagepoint is not supported by the productized integration.
- XE.com subscription is required.
- Multicurrency is supported for transactional purposes such as:
- Transactions sent from Vantagepoint to Xero including Client/Sales Invoices (Billing Currency), AP Vouchers (Payment Currency), Expense Reports (Payment Currency), and Journal Entries (Transaction Currency).
- Transactions sent from Xero to Vantagepoint are AP, EX Payment, or Cash Receipt sent from Xero to Vantagepoint based on the bank code currency.
- Since Xero is the GL system of record, Gains/Losses calculations should be done in Xero.
- When enabling or disabling the Use Files to Group Transactions option in Vantagepoint (under ), posted Vantagepoint transactions with pending payments or receipts will lose its connection and will not sync back to Vantagepoint.
- When archiving a contact in Xero, the associated Firm in Vantagepoint will remain Active.
- Partial Expense Report payments will not sync back to Vantagepoint. Once the expense is fully paid, the Expense Report status will be updated.
- It is recommended that all address changes be made directly in Vantagepoint, since edits to include tax number in Xero will not sync back to Vantagepoint.
- Contacts synced from Xero to Vantagepoint have their Ready for Processing fields set to N. Thus, it is recommended that Firms—both client and vendor—be created and set up in Vantagepoint.
Configuration
When parameters are entered and the integration is initiated, all the configuration required in Vantagepoint and Xero, such as enabling variables, are done through the Unionpoint Portal.
Properties
This productized integration does not require defining additional integration properties.
Connection to Xero
Parameter |
Description |
---|---|
Tenant Name |
Name of tenant to connect to. Note: This field is case sensitive.
|
Connection to Vantagepoint
To connect to Vantagepoint, via its connector, a new connection requires the following parameters.
Parameter |
Description |
---|---|
Vantagepoint Domain and Path |
The fully qualified domain name and path to your Vantagepoint instance.
Example: |
Consumer Key |
The ID of the client. |
Secret |
The secret key of the client. This allows the connector to authenticate through a single API key or secret. |
Redirect URL |
The redirect URL to be copied into Vantagepoint (under ) for your integration instance. |
Database |
The database of the client. |
Culture |
Language of the Vantagepoint database.
Example: |
Data Mapping
For seamless integration between applications, you need to map data appropriately. This section provides data mapping information about the integration from Vantagepoint to Xero and back.
Vantagepoint Employees to Xero Vendors
Employees can be created in Vantagepoint and will create a Contact in Xero. This is to allow the integration of Vantagepoint Employee Expense Reports to Xero as a Bill. Vantagepoint Employee Expense Reports will integrate to the Contact > Vendor record in Xero that was created from the Employee in Vantagepoint. Employees created in Vantagepoint will not integrate to Xero in any other capacity, nor will any associated timesheet data.
The following table shows the sources of employee data from Vantagepoint to Xero:
Vantagepoint |
Xero |
---|---|
Title Name |
Contact Name |
Employee code/Id |
Contact Number |
First Name |
First Name |
Last Name |
Last Name |
Employee Code/ID |
Account Number |
Email Address |
Email Address |
Address 1 |
Physical Address line 1 |
Address 2 |
Physical Address line 2 |
Address 3 |
Physical Address line 3 |
City |
Physical City |
State |
Physical Region |
Zip |
Physical Post Code |
Country |
Physical Country |
Work Phone |
Default Phone number |
Mobile Phone |
Mobile Phone Number |
Status |
Contact Status |
Firms: Vantagepoint to Xero
New clients can be created in either system, but edits to existing clients' mapped fields is recommended to be made in Vantagepoint. For a given client, the integration can be disabled if the "Available to" check box in Vantagepoint is unchecked.
The following table shows the sources of client data from Vantagepoint to Xero:
Vantagepoint |
Xero |
---|---|
Name |
Contact Name |
Client Code or Vendor Code |
Contact Number |
Status |
Contact Status |
SL+Client Code or PL+vendor code |
Account Number |
Primary email |
Email Address |
Payment Address 1 |
Po Box Adress line 1 |
Payment Address 2 |
Po Box Adress line 2 |
Payment Address 3 |
Po Box Adress line 3 |
Payment City |
Po Box City |
Payment State |
PO Box Region |
Payment Zip |
PO Box postal code |
Payment Country |
PO Box county |
Address 1 |
Physical Address line 1 |
Address 2 |
Physical Address line 2 |
Address 3 |
Physical Address line 3 |
City |
Physical City |
State |
Physical Region |
Zip |
Physical Post Code |
Country |
Physical Country |
Work Phone |
Default Phone number |
Firms: Xero to Vantagepoint Header
New vendors can be created in either system, but edits to existing vendors' mapped fields is recommended to be made in Vantagepoint. For a given vendor, the integration can be disabled if the "Available to" check box in Vantagepoint is unchecked.
The following table shows the sources of client data from Xero to Vantagepoint:
Vantagepoint |
Xero |
---|---|
Name |
Contact Name |
Is Client |
is customer |
Client Code |
Account Number |
Is Vendor |
Is supplier |
Vendor Code |
Account Number |
Status |
(defaults to Active) |
Organization |
(defaults to first Org) |
Client Type |
(defaults to Blank) |
Vendor Type |
(defaults to Blank) |
Prior Work |
(defaults to False) |
Recommended |
(defaults to False) |
Is competitor |
(defaults to False) |
Sort Name |
Contact Name |
Available for CRM |
(defaults to No) |
Available to accounting |
(defaults to Yes) |
Ready for processing |
(defaults to No) |
Ready for processing for company |
(defaults to No) |
Firms: Xero to Vantagepoint Address
New vendors can be created in either system, but edits to existing vendors' mapped fields is recommended to be made in Vantagepoint. For a given vendor, the integration can be disabled if the "Available to" check box in Vantagepoint is unchecked.
The following table shows the sources of client data from Xero to Vantagepoint:
Vantagepoint |
Xero |
---|---|
Is primary address |
Yes |
Is payment Address |
Yes |
Is billing address |
Yes |
Address 1 |
Address line 1 |
Address 2 |
Address line 2 |
Address 3 |
Address line 3 |
City |
City |
State |
Region |
Zip |
Postal Code |
Country |
Country |
Phone |
Phone number |
Email Address |
Email Address |
Chart of Accounts
Create and edit general ledger (GL) accounts. Each GL account in Xero must be mapped to a Vantagepoint account. Accounts can be added in Vantagepoint, but will not be integrated to Xero. Changes must be made in Xero.
The following table shows the chart of accounts:
Vantagepoint |
Xero |
---|---|
Account |
Code |
Status |
(defaults to A) |
Name |
Name |
Type |
From Mapping table |
Cash Balance Account |
(defaults to blank) |
Detail |
(defaults to 1) |
Unrealized loss account |
(defaults to blank) |
Unrealized gain Account |
(defaults to blank) |
Cash Basis Revaluation |
(defaults to blank) |
Chart of Accounts: Mapping Table
Create and edit general ledger (GL) accounts. Each GL account in Xero must be mapped to a Vantagepoint account. Accounts can be added in Vantagepoint, but will not be integrated to Xero. Changes must be made in Xero.
The following table shows the mapping table for the chart of accounts:
Vantagepoint |
Xero |
---|---|
Description |
Description |
Currencies
The following table shows the sources of currency data from Vantagepoint to Xero:
Vantagepoint |
Xero |
---|---|
Code |
Code |
Description |
Description |
AP Voucher: Vantagepoint AP Voucher to Xero Bill
Enter and post accounts payable (AP) vouchers. When AP transactions are posted in Vantagepoint, the AP invoice records are added to Xero Vendors. The GL postings will also integrate to Xero accounts.
The following table shows the sources of AP voucher data from Vantagepoint AP to Xero Bill:
Vantagepoint |
Xero |
---|---|
Vendor Name |
Contact Name |
Voucher number |
Reference |
Invoice Date |
Date |
Currency Code |
Currency Code |
(Defaults to Authorised) |
Status |
End Date |
Due Date |
(Uses Exclusive if tax code is present no Tax if not) |
Line Amount Type |
AP Voucher: Vantagepoint AP Voucher to Xero Bill Line Items
Enter and post accounts payable (AP) vouchers. When AP transactions are posted in Vantagepoint, the AP invoice records are added to Xero Vendors. The GL postings will also integrate to Xero accounts.
The following table shows the sources of AP voucher data from Vantagepoint AP Voucher to Xero Bill Line Items:
Vantagepoint |
Xero |
---|---|
(Defaults to 1) |
Quantity |
Net Amount |
Line Amount |
Account |
Account code |
Tax Code |
Tax rate name |
Total Tax |
tax Amount |
Expenses: Vantagepoint to Xero
Enter, approve (optional), and post employee expense reports. When expense reports are posted in Vantagepoint, the expense records integrate to Xero vendors for payment processing and GL postings. When using 'company paid' in Vantagepoint, only the portion payable to the employee will integrate to Xero.
The following table shows the sources of expense data from Vantagepoint to Xero:
Vantagepoint |
Xero |
---|---|
Employee Name |
Contact Name |
Report name + Refno |
Reference |
Report date |
Date |
Payment Currency Code |
Currency Code |
(Defaults to Authorised) |
Status |
End Date |
Due Date |
(Uses Exclusive if tax code is present no Tax if not) |
Line Amount Type |
Expenses: Vantagepoint to Xero Line Items
Enter, approve (optional), and post employee expense reports. When expense reports are posted in Vantagepoint, the expense records integrate to Xero vendors for payment processing and GL postings. When using 'company paid' in Vantagepoint, only the portion payable to the employee will integrate to Xero.
The following table shows the sources of expense data from Vantagepoint to Xero Line Items:
Vantagepoint |
Xero |
---|---|
(Defaults to 1) |
Quantity |
Net Amount |
Line Amount |
Account |
Account code |
Tax Code |
Tax rate name |
Total Tax |
tax Amount |
Sales Invoices: Vantagepoint to Xero
Interactive Billing in Vantagepoint creates client invoices. Review and/or update fee, labor, expense, consultant unit or additional project billing details associated with each project. Once the invoice is accepted and posted, it will be sent to Xero.
The following table shows the sources of sales invoice data from Vantagepoint to Xero:
Vantagepoint |
Xero |
---|---|
Description |
Reference |
Billing Client Name |
Contact Name |
Inv details/invoice |
Invoice number |
Transaction date |
Date |
Due Date |
Due Date |
Currency Code |
Currency Code |
(defaults to authorised) |
Status |
(defaults to tax exclusive) |
Amounts are |
Sales Invoices: Vantagepoint to Xero Line Items
Enter and post billing invoices. When invoice transactions are posted in Vantagepoint, the invoice records integrate to Xero. Manual invoices is NOT RECOMMENDED since tax codes may not integrate correctly.
The following table shows the sources of sales invoice data from Vantagepoint to Xero Line Items:
Vantagepoint |
Xero |
---|---|
WBS1 + WBS2 + WBS3 |
Description |
Invoice section |
Item Name |
(defaults to 1) |
Quantity |
Amount |
Unit Price |
Amount |
Line Amount |
Account |
Account Code |
Tax code |
Tax type Name |
Amount*effective rate |
Tax amount |
Credit Note: Vantagepoint to Xero
The following table shows the sources of credit note data from Vantagepoint to Xero:
Vantagepoint |
Xero |
---|---|
Credit Memo ref no |
Credit note number |
Billing Client Name |
Contact Name |
Description |
Reference text |
Transaction date |
Date |
Currency Code |
Currency Code |
(defaults to authorised) |
Status |
(defaults to tax exclusive) |
Amounts are |
Credit Note: Vantagepoint to Xero Line Items
The following table shows the sources of credit note data from Vantagepoint to Xero Line Items:
Vantagepoint |
Xero |
---|---|
Description |
Description |
Invoice section |
Item Name |
(defaults to 1) |
Quantity |
Amount |
Unit Price |
Amount |
Line Amount |
Account |
Account Code |
Tax code |
Tax type Name |
Amount*effective rate |
Tax amount |
Journal: Vantagepoint to Xero
Enter and post journal entries. GL posting associated with journal entries will be added to Xero if the accounts have been mapped. Note - Any tax code related journal entries will not sync.
The following table shows the sources of journal data from Vantagepoint to Xero:
Vantagepoint |
Xero |
---|---|
Description |
Narration |
(defaults to POSTED) |
Status |
transaction date Date |
Date |
(defaults to tax inclusive) |
Line Amount tax type |
Journal: Vantagepoint to Xero Line Items
Enter and post journal entries. GL posting associated with journal entries will be added to Xero if the accounts have been mapped. Note - Any tax code related journal entries will not sync.
The following table shows the sources of journal data from Vantagepoint to Xero Line Items:
Vantagepoint |
Xero |
---|---|
Credit amount or debit |
Line Amount |
AP Payment: Vantagepoint to Xero
Process payments for AP Vouchers in Xero. For AP Vouchers created in Vantagepoint, the associated paid statuses are updated in Vantagepoint.
The following table shows the sources of AP payment data from Vantagepoint to Xero:
Vantagepoint |
Xero |
---|---|
Period |
(defaults to current VP active period) |
Post Seq |
(defaults to 1) |
Transaction Type |
(defaults to PP) |
Payment Date |
Date |
Check Date |
Date |
Company Number |
(Uses VP company from the AP voucher) |
AP Payment: Vantagepoint to Xero APPChecks
Process payments for AP Vouchers in Xero. For AP Vouchers created in Vantagepoint, the associated paid statuses are updated in Vantagepoint.
The following table shows the sources of AP payment data from Vantagepoint to Xero APPChecks:
Vantagepoint |
Xero |
---|---|
Period |
(defaults to current VP active period) |
Seq |
(defaults to 0) |
Vendor Number |
Vendor |
Voucher Number |
Voucher |
Invoice Number |
Invoice |
Invoice Date |
Invoice date |
Check Date |
Invoice Date |
Liability Code |
(defaults to AP General Liability) |
Project number (WBS1) |
WBS1 |
Phase number (WBS2) |
WBS2 |
Task Number (WBS3) |
WBS3 |
Account Code |
Account |
Organization |
Org |
Amount |
Amount |
Payment amount |
Amount |
Payment terms |
Pay terms |
Bank Code |
Bank Code |
Check Date |
Check Date |
Invoice Payment: Xero to Vantagepoint
The following table shows the sources of invoice payment data from Xero to Vantagepoint:
Vantagepoint |
Xero |
---|---|
Batch |
("Xero" + Payment Id) |
Ref no |
Reference |
Description |
("Payment invoice" + Invoice number) |
Recurring |
(defaults to No) |
End Date |
Date |
Total |
Amount |
Default Bank |
Acount id |
Selected |
(defaults to No) |
Posted |
(defaults to No) |
Creator |
(defaults to "integration") |
Period |
(defaults to current VP active period) |
Company |
Company |
Invoice Payment: Xero to Vantagepoint CR Master Fields
The following table shows the sources of invoice payment data from Xero to Vantagepoint CR Master Fields:
Vantagepoint |
Xero |
---|---|
Batch |
("Xero" + Payment Id) |
Ref no |
Reference |
Trans Date |
Date |
Trans Comment |
Reference |
Posted Defaults to No |
(defaults to No) |
Bank Code Acount id |
Acount id |
Seq Defaults to 1 |
(defaults to 1) |
Currency Code |
Currency code |
Currency Exchange Override Method |
(defaults to No) |
Currency Exchange Override Rate |
(defaults to 0) |
Status |
(defaults to A) |
Invoice Payment: Xero to Vantagepoint CR Detail
The following table shows the sources of invoice payment data from Xero to Vantagepoint CR Detail:
Vantagepoint |
Xero |
---|---|
Batch |
("Xero" + Payment Id) |
Ref no |
Reference |
P Key |
(Unionpoint generated uuid) |
Description |
Invoice Number |
WBS 1 |
WBS1 |
WBS 2 |
Wbs2 |
WBS 3 |
Wbs3 |
Org |
Organization number |
Account |
Accts receivable |
Amount |
Weighted payment |
Interest Defaults to No |
(defaults to No) |
Tax Basis Defaults to 0 |
(defaults to 0) |
Currency Exchange Override Rate |
(defaults to No) |
Invoice |
Invoice number |
Troubleshooting
If you encounter an issue when running an integration between Vantagepoint and Xero, review this section.
When a job fails, you can view the error message for additional information and retry the failed job.
To retry the failed job:
-
When the error message displays, click the link to log back into the Portal.
The Portal login page displays.
-
Retry the failed job.