Connect to Xero
To connect your Xero account to Celerant ONE, go to Settings > Marketplace Integrations. If you are already logged into Xero from a previous browser session you'll automatically be logged in. Otherwise enter your Xero credentials and grant Celerant ONE permissions to connect the integration.
General setup
If you have connected your Xero account to Celerant ONE, then added new clearing accounts within Xero, the new accounts may take a few minutes to be displayed. To trigger an instant sync, tap the 
button in the top right and select Refresh accounts.
First, choose when you want Celerant ONE to sync sales to Xero:
After each sale: An individual Xero invoice is created for each sale, allowing you to view the customer and item details associated with the sale.
When register is closed: A single invoice is created in Xero for the register's totals. This provides a summary of the day's sales and payments rather than individual invoices for each sale.
If you switch between these sync modes, ensure all registers are closed before making the change.
đ Important: If you invoice customers to pay at a later date, select After each sale. If you use When the register is closed, an individual invoice would still be created for the sale, and that sale would also be included in the end-of-day summary, resulting in duplicate entries.
Next setup the following:
Map different accounts for each store? - Only for multi-store retailers. If you tick this box. You'll be able to map all these fields per store, separated into a tab per store.
Display invoice prices exclusive of VAT? - Only recommended for B2B retailers
Sync purchase orders to Xero? - Enable if you wish to post purchase orders generated in Celerant ONE to Xero.
Taxes for sales - This list is generated from the tax rates setup in the Celerant ONE back office from Settings > Tax rates
Taxes for purchase - As above
Mapping your accounts
Accounts for sales
Product sales - sales account
Shipping sales - sales account
Gift card sales - liability account - Ensure this is put on as a liability so you don't end up paying VAT twice!
Layby sales - liability account
Store credit sales - liability account
Accounts for payments
When setting up your payment accounts in Xero, the account must be configured to allow payments.
If this setting is not enabled, invoices can be created successfully but payments will not be posted to Xero, causing paid invoices to remain outstanding.
We recommend speaking to your accountant when setting up your Xero accounts to ensure they are configured correctly for your business.
We recommend creating a separate clearing account for each payment method so that each payment method has a 1:1 mapping to its corresponding account in Xero.
Cash - Clearing account
Card - Clearing account
Cheque - Clearing account
Bank transfer - Clearing account
PayPal payments - Clearing account
Transaction fees (Stripe only) - Expense account
Why use a clearing account?
Payment transactions are initially posted to the relevant clearing account in Xero. When the payment provider pays the funds into your bank account, the transaction can then be reconciled against the clearing account.
This accounts for the difference between when a payment is recorded and when the funds are actually received into your bank account.
Account for purchases
If you create purchase orders using Celerant ONE, you have the option to sync these to Xero. Select Sync purchase orders to Xero? and the following options will be available:
Purchases - Cost of goods (COGS)
Stock asset account
Accounts payable
VAT rates - Match your VAT rates created in Celerant ONE to your VAT rates on purchases created in Xero
Accounts for sales taxes
Match your VAT rates created in Celerant ONE to your VAT rates on income created in Xero
Accounts for cash management
Cash discrepancies - Expense account
Cash in/out - Asset account
Cash float - Asset account
đ Celerant ONE can't set this up on your behalf. We can advise but we recommend you ask your accountant to set this up for you if you are unsure.
Integration status
All fields must be mapped in advance before activating the integration. In the top right, tap Activate to enable the integration. The status of the Xero integration is shown in the top left. Tap Disconnect from Xero to disable the integration.
On account sales
For retailers offering on account sales to customers, enable the Invoice option as a Payment method from back office Settings.
When an on account sale is processed, the invoice can be manually downloaded and sent to the customer. A link to the Xero invoice is also included in the Sales Receipt email. The Xero invoice includes a payment link so once the invoice has been paid, a paid status is synced back to Celerant ONE, changing the order to complete and reducing the outstanding balance to zero.
An unpaid sale will show as "On Account" in the Sales History and be visible on the On Account report.
Each sale added to a customer's account is created as a separate invoice in Xero. Xero invoices cannot be amended after they have been created, so adding further items to an existing Celerant ONE order will create a new Xero invoice rather than updating the original invoice.
Refunds
Refunds create a credit note in Xero. How the credit note is handled depends on whether the original invoice has been paid.
Invoice with an outstanding balance: The credit note is assigned to the original invoice in Xero, and the outstanding balance is updated accordingly.
As Xero does not allow items on an invoice to be amended after it has been created, the credit note is applied as a payment against the invoice. The returned item will therefore not appear as removed from the original invoice.
Invoice already paid: The credit note is created and reconciled against the payment being refunded to the customer. The original invoice will remain showing as paid.
Celerant ONE to Xero linking
Once your Xero integration is connected, you can access linked Xero invoices directly from Celerant ONE. Depending on your integration settings, youâll see either a View Invoice in Xero button in the End of Day report or a link to the Xero invoice against each sale.
After Each Sale
The invoice number is hyperlinked to the corresponding invoice in Xero. A status flag also shows whether the invoice still requires payment.
You can use Reconcile invoice payments to perform a two-way check between Celerant ONE and Xero. Any missing payments identified during the check are then be posted to the relevant system.
When Register is Closed
Once the register has been closed, the End of Day report provides a View in Xero button, allowing you to open the corresponding invoice directly in Xero.
If the invoice has not been generated automatically, youâll see a Create invoice in Xero button instead, allowing you to create the invoice directly from the End of Day report.
Troubleshooting
Has an invoice failed to sync? Xero does not allow multiple customer accounts to have the same email or phone number. If you've found that an invoice has not sync, please check the customer data. You can search on the customer list in the back office by phone number and email address to see if multiple results are returned.