Simplify your accounting by quickly & easily synchronising order data
from Linnworks to Xero - the popular global online accounting & payroll system
Ebusiness Guru for Xero Linnworks Integration
Ebusiness Guru for Xero Linnworks Integration
The Xero Integration for Linnworks posts Linnworks sales and sales invoices into the Xero accounting system. The integration synchronises all of your sales order information for the day into Xero every night, so you can start the next day with Xero completely up to date with your sales.

Monthly Subscription

Please Note: Your Xero accounts should be well configured before integrating the eBusiness Guru for Xero integration for Linnworks.

Functionalities provided by application

1 Synchronising order data from Linnworks to Xero
2 Synchronising Xero invoice to Linnworks
3 Synchronising Purchase orders Linnworks to Xero
4 Synchronising Purchase orders Xero to Linnworks
Step 1: Install the App in Linnworks.net

To use the eBusiness Guru for Xero integration, you must first install it from within Linnworks.net.

1. Log into Linnworks.net

2. Select Apps in the left-hand menu bar

3. Select the Application Store option

4. Click on Install button to add the eBusiness Guru for Xero integration App to your Linnworks Account

5. Click the Accept button on the Third Party Integrations Disclaimer

6. Click on Next.

7. Click on Install to add the integration to your Linnworks account.

8. Click on Yes.

Your Linnworks.net page should be refreshed. If it does not refresh then click the Refresh button in your browser, or press the F5 key on your keyboard.

A new option, labeled eBusiness Guru for Xero, will be added to the Apps menu, under My Applications.

Step 2: Registration and Configuration

To complete the registration for the eBusiness Guru for Xero app, follow these steps.

1. Click on the Apps button on the left-hand menu

2. Click on EbusinessGuru for XERO , under My Applications label to open the App.

When you open the App for the first time, you see the screen for Connect to Xero. Please read the EBG Terms and Conditions by clicking on the link Terms and Conditions. Agree to the Terms and Conditions by ticking the box, and then click on CONNECT TO XERO button.

Click on OK, which will refresh the page.

You will see now one configuration wizard to configure EbusinessGuru for XERO.

This configuration wizard designed to Synchronising order data from Linnworks to Xero functionlity.

complete the configuration wizard for synchronising order data from Linnworks to Xero. You can Access this configurations from the sidebar menu.

1. Xero Configuration

By clicking on Authenticate to Xero, the following screen will pop-up, where your Xero credentials need to be inserted:

When valid Xero Credentials are entered, it will display the screen from which allow the access of the Xero account details and connect it with the eBusiness Guru for Xero app.

2. Synchronisation

Options for setting up and managing the synchronisation process can be found by clicking on Synchronisation. You can access this configuration from side menu by clicking on at top left corner of the application.

You can see two synchronisation setting.

  1. Synchronization (Export orders from Linnworks to Xero) you can select the Invoice Type that will be used when importing it to Xero.
    When you have a small number of orders, you can use the Individual Order options, and one Sales Invoice is created per Linnworks order.
    Source SubSource Summary means that all the orders are combined, then broken down into combined Sales Orders grouped by the Source/SubSource, but also by Currency, Payment Method and date.
    The Download Order column shows that you want to export open order/process order/both (open and process order) into Xero.
    The Invoice Item Detail field will be set for the what order details you want to export at Xero. Options are as below:
    1. Tax Rate Wise: groups the same tax rate details and export to Xero. In that, no product details or order details are exported.
    2. Order Reference (Channel Reference Number): exports the channel reference number as invoice line to Xero.
    3. Product Details: exports the order item SKU, title to Xero
    4. Product Details with OrderId: Exports the order item SKU and title and Linnworks OrderId as last item in invoice
    Default Currency for Sales Invoice is created per Linnworks Order if in Linnworks blank or UNK.
    Default Country for Sales Invoice is created per Linnworks Order if in Linnworks blank or UNKNOWN.
    The Is Running column shows whether the Create Invoices Service is currently running.
    The Sync button allows you to manually run the Invoice creation service on demand
    The Automation field should be ticked if you want the integration to create your Sales Invoices in Linnworks automatically overnight. Otherwise you must manually click Sync regularly.
  2. Synchronization (Export invoice from Xero to Linnworks)
    The Order Type field used for specify which type of orders (Open Order/Process Order) you want to create in Linnworks.
    The Download Invoice field used for specify which type of invoice you want to export from Xero.
    If you select Paid option then only paid invoice will be download and create orders.
    If you select UnPaid option then only unpaid invoice will be download and create orders.
    If you select Both option then paid and unpaid invoice both will be download and create orders.

3. Account Mapping

You can access same setting from sidebar menu Mapping -> Account Mapping.

The Account Mapping screen allows you to control which Xero accounts are connected/mapped to the Source/SubSources (Channels) in Linnworks to control the import of transactions into Xero as Sales Invoices.

Tick one entry in Linnworks Accounts, and click on the Link button for an entry on the Xero Account side to link with an existing Account in Xero. Use the Unlink button at either end to disconnect them. If you would like to create an Account in Xero, then select the entry in Linnworks Account and click on the Create button.

If you are creating an account in Xero from this app, then the following screen will pop-up where you have to select the type of the account – Sales or Bank.

CONFIG button enabled after successful mapping with Xero account. It is used to set Invoice Type and Invoice Item Detail which override the synchronisation setting for the current source subsource orders. If nothing is selected, the app will use from Synchronization settings.

4. TaxRate Mapping

You can access same setting from sidebar menu Mapping -> TaxRate Mapping. This screen controls the way the integration tells Xero about the Tax Rates you have charged customers. You can tell the app which Linnworks Tax Rate should be mapped to a given Tax entry in Xero to ensure everything is correctly configured for your Accountant.

The opens the bellow dialog. You can add which Linnworks Tax Rate is mapped to the selected Xero Tax entry. The Linn Tax dropdown shows all the calculated tax rates Linnworks has imported in orders thus far. You can also choose and enter an amount in the Specific Tax in range to override the Linn Tax option, in anticipation of orders to come.

5. Payment Mapping

You can access same setting from sidebar menu Mapping -> Payment Mapping.

If you use Payment Methods in Linnworks (for example, differentiating credit card payments from PayPal), then ensure this section is configured. It maps the Payment Methods in Linnworks to specific Account Types in Xero. This allows Xero to keep track of disbursements etc for you.

Invoice Type and Invoice Item Detail used for override the synchronisation and Account Mapping setting for the current Payment method orders. If nothing is selected, the app will use from Synchronization or Account Mapping settings.

Xero Invoice Account field enable when you select Country. it is used to submit invoice with selected Xero Account for then orders which has current Payment method. this option works with only Individual Invoices

If you want to manage your customers based on the payment type you can enable Manage Customer at the time of payment mapping. This option works with only Individual Invoices type.

This can help you to manage the account customer, or credit customer to track the payment or outstanding amount.

When you enable Manage Customer option, the integration will ask how you want to identify your customer.

You can manage customer by Email/Company Name When you select the option by Email, the app will check whether any customers exist with the same email id. If the email exists in the system, the integration will import the invoice in that customer.

When you will select option Company Name, the integration will check if there are any customers with the same company name. Where they exist in your records, the integration will import the invoice for that customer.

If you want to export unpaid orders to Xero, enable the option Import Linnworks Unpaid Order. This option works with only Individual Invoices type.
If you want to submit invoice as unpaid to Xero, enable the option Submit Invoice As Unpaid.

6. Purchase Credit

You can access same screen from sidebar menu's Purchase Credit options. When you click on Purchase Credit, the Subscription page will be opened. The initial screen addresses your preferred subscription option. The subscription for the Xero Connector app is based on the number of orders you sync from Linnworks into Xero during the month. Should you run out of credits, you can return to this page and opt to upgrade to the next package, gaining the balance of extra credits between the old limit and the new.

e.g. You had been subscribed to The Basic package, that was sufficient initially. You run out of credits on the 19th of the month, and upgrade to Pro. You now have 7,000 credits remaining. These may not all get used up this month, but if you continue to grow, your volumes will increase and so will the number of orders.

In this app we have included the ability to back-date the synchronization. This means you can ask the app to synchronies orders from Linnworks with dates prior to installation of the app. This will, of course, require the payment of the appropriate subscription to cover those periods.

Tick the Back Dated Subscription option, and select the month and year you wish the synchronisation to start, then click Submit. You will receive an email with information regarding the costs and a payment option to complete before the connector can process your back dated orders.

If you willing to used other then synchroniesing order data from Linnworks to Xero functionality jut complete 1,2 and 6 step.

When you completed all the configuration from the wizard then you can complete wizard by clicking on FINISH button from wizard.

there was some optional configuration into application. which you can configure based on your requirement.

Purchase Order Config

This configuration is used to synchronies Purchase order between Linnworks and Xero.

  1. Synchronization (Export PO Linnworks to Xero)
    All Linnworks Delivered Purchase Order for the day are compiled and submitted to Xero as Invoice.
    PO Location: Linnworks Stock Location for download Purchase Order
    PO Type: which type of Purchase Orders you have to create in Xero (Approved/Billed)? Approved : All Linnworks Delivered Purchase Orders for the day are compiled, and submitted to Xero as a Purchase Orders with Approved Status.
    Billed: All Linnworks Delivered Purchase Orders for the day are compiled, and submitted to Xero as a Purchase Orders with Billed Status.
    Default Purchase Account: If in Xero Inventory Purchases Account not set then order item in Purchase order Add with this Account.
    Create Bill For PO: by enabling this you can generate Xero bill with exported Purchase Order.
    Bill Status: if you enable Create Bill for PO then you have to specify the status of Xero bill(Paid/ Unpaid).
    Bill Payment Account: if you wish to generate Paid bill then you have to select Account name for bill payment.
    The Is Running column shows whether the Create Purchase Order Service is currently running.
    The Sync button allows you to manually run the Purchase Order creation service on demand
    The Automation field should be ticked if you want the application to create your Purchase Order automatically overnight. Otherwise you must manually click Sync regularly.
  2. Synchronization (Export PO Xero to Linnworks)
    All Xero Purchase Order for the day are compiled and submitted to Linnworks.
    PO Location: Linnworks Stock Location for create Purchase Order
    PO Type: Select (Approved/Billed) which type of Purchase Order you have to download from Xero.
    PO Status: Select (OPEN/DELIVERED) which type of Purchase Order you have to create in Linnworks.
    The Is Running column shows whether the Create Purchase Order Service is currently running.
    The Sync button allows you to manually run the Purchase Order creation service on demand
    The Automation field should be ticked if you want the application to create your Purchase Order automatically overnight. Otherwise you must manually click Sync regularly.

Product Mapping

You can access this setting from sidebar menu Mapping -> Product Mapping.

The Product Mapping screen allows you to control which Xero Item/Inventory is connected/mapped to the Linnworks Product, to keep your chart of accounts manageable and make reporting appropriate.

This Configuration is mandatory for synchronies Xero purchase order to Linnworks, and recommended for the synchronies Xero Invoices to Linnworks.

Map to existing Xero Item as appropriate to ensure sales values are submitted correctly by ticking the Linnworks Product and clicking on Link button .Use the Unlink button at either end to disconnect them.

Supplier Mapping

You can access this setting from sidebar menu Mapping -> Supplier Mapping.

This Configuration is mandatory for synchronies purchase order between Xero and Linnworks.

Based on this mapping, contact will be added in Xero purchase order or bill from Linnworks and vice versa.

Tracking Category Mapping

You can access this setting from sidebar menu Mapping -> Tracking Category Mapping.

The Tracking Category Mapping screen allows you to control which Xero Tracking Category is connected/mapped to the Linnworks Product, to keep your chart of accounts manageable and make reporting on different departments simpler.

Tick one entry in Linnworks Accounts, and click on the Link button for an entry on the Xero Tracking Category side to link with an existing Tracking Category in Xero. Use the Unlink button at either end to disconnect them.

Currency Mapping

You can access this setting from sidebar menu Mapping -> Currency Mapping.

This is automated process.

This displays a list of currencies between used in Linnworks orders, and which currencies they are mapped to in Xero to ensure they are correctly invoiced.

Dashboard

Dashboard of the application has summery report of the All functionality.

Reports

All the reports are the divided into two section as Linnworks to Xero and Xero to Linnworks.

  1. Linnworks to Xero
    In this you find reports related to synchronization from Linnworks to Xero.

    1. Invoice History
    You can access screen from sidebar menu Linnworks to Xero-> Invoice History.

    This shows all the invoices created in Xero for selected date rage. The switch at the top allows you to filter either Daily Invoices or Backdated Invoices. It also shows if any errors occurred during creation.

    2. Invoice Report
    You can access screen from sidebar menu Linnworks to Xero-> Invoice Report

    This shows all the orders which contains particular Xero Invoices.

    3. Purchase Order History
    You can access this from sidebar menu Linnworks to Xero-> Purchase Order History

    This shows all the Purchase Order created in Xero for selected date range.

    4. Purchase Order Report
    You can access this from sidebar menu Linnworks to Xero-> Purchase Order Report

    This shows all the Purchase Order created in Xero for today

    5. Linnworks Order Status Report
    You can access this screen from sidebar menu Linnworks to Xero-> Linnworks Order Status Report

    This shows the Linnworks Order Export status.
  2. Xero to Linnworks
    In this you find reports related to synchronization from Xero to Linnworks.
    1. Order History
    You can access screen from sidebar menu Xero to Linnworks -> Order History.
    This shows all the orders created to Linnworks for selected date rage. The switch at the top allows you to filter either Daily Invoices or Backdated Invoices. It also shows if any errors occurred during creation.

    2. Order Report
    You can access screen from sidebar menu Xero to Linnworks -> Order Report

    This shows all the Xero invoice downloaded and Linnworks Order created for today.

    3. Purchase Order History
    You can access this from sidebar menu Xero to Linnworks -> Purchase Order History

    This shows all the Purchase Order created in Linnworks for selected date range.

    4. Purchase Order Report
    You can access this from sidebar menu Xero to Linnworks -> Purchase Order Report

    This shows all the Purchase Order created in Linnworks for today

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