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).

Before You Deploy

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:

General

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.

Firms

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.

Chart of Accounts

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.

Tax Codes

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.

Important: You will need to complete the setup 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.

Bank Codes

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.

Employees

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 Vouchers

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 Settings > Cash Management > Accounts Payable).
- 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.

AP and EM Payments

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.

Expense Reports

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.

Invoices via Interactive Billing

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.

Credit Memos

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.

Cash Receipts

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.

Journal Entries

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.

Multicurrency

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.

Others

When enabling or disabling the Use Files to Group Transactions option in Vantagepoint (under Settings > Accounting > Transactions), 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

To connect to Xero, via its connector, a new connection requires the following parameters:

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.

Note: The information for some of these parameters come from the API Authorization app in Vantagepoint. When creating a new API Authorization record for Unionpoint, you are supplied the Consumer Key and Secret.

Parameter	Description
Vantagepoint Domain and Path	The fully qualified domain name and path to your Vantagepoint instance. Example: https://customer1.deltek.com/customer1
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 Integrations > API Authorization > Callback URL) for your integration instance.
Database	The database of the client.
Culture	Language of the Vantagepoint database. Example: en

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

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

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

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.

Retry a Failed Job

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.

Deltek Unionpoint Help