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Xero Integration - Merchant User Guide Version 1.0 – 27/04/2016 | Flo2Cash Limited

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Xero Integration Merchant User Guide Version 1.0

27/04/2016

Table of Contents

About Flo2Cash ................................................................................................................... 1

Introduction ........................................................................................................................ 1

Flo2Cash Merchant Console Setup .................................................................................... 2

Authorisation ................................................................................................................... 3

Account Selection ............................................................................................................ 4

Payment URL .................................................................................................................... 5

Xero Setup ........................................................................................................................... 5

Creating a Custom Payment Service .............................................................................. 5

Invoice Themes ............................................................................................................... 7

The Payment Process ....................................................................................................... 10

Viewing Payments and Reconciliation ............................................................................ 12

Viewing in Xero.............................................................................................................. 12

Viewing in Flo2Cash ...................................................................................................... 13

Disconnecting your Xero Account .................................................................................. 13

Additional Support ........................................................................................................... 15

About Flo2Cash

Flo2Cash is a leading provider of Credit Card & Direct Debit Merchant Facilities to

businesses. Our services offer businesses the opportunity to access a wide range of credit

card and direct debit payment processing services, be it paper based, online, over the

phone or through a mobile device.

Introduction

This document provides merchants with step by step instructions for enabling their

Flo2Cash account for accepting payments from their online Xero invoices. Enabling this

functionality involves setup processes in both the Flo2Cash merchant console and the

merchants Xero account – both processes are described below.


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Important: If a pre-authorisation account gets used for Xero integration then please

ensure that a capture is done manually. If the funds are only authorised and not

captured, then the merchant might lose out on their invoice payment as the invoice

on Xero will be marked as paid once a authorisation gets successful.

Flo2Cash Merchant Console Setup

The Xero extension is available through the merchant console but please note the

following caveats for accessing this functionality:

1. The extension is only available to the administrator account

2. The extension is only available to merchants who have the web payments channel

actively subscribed

Once logged into the merchant console with the administrator account a new menu item

will be available named “Extensions”.

This menu item contains a single sub menu named “Xero”.

Clicking the Xero sub menu item will take you to the Xero extension page; this page

enables you to authorise and configure the Flo2Cash Xero add-on. The process of

authorising and configuring the add-on is threefold:

1. Authorise the Flo2Cash Xero add-on

2. Select the bank account from Xero that payments will be recorded against

3. Accessing the payment URL for setup in Xero


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Authorisation

Authorising the add-on is the process of allowing Flo2Cash to have access to merchants

Xero data through the Xero API. This access is required for Flo2Cash to retrieve invoice

details and to apply payments to invoices.

The authorisation process can be started at any time by clicking the button named

“Authorise”.

On clicking the ‘Authorise’ button a popup window will be opened and you will be shown

the Xero login screen. You will need to login to your Xero account at this point.


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Once logged in you will need to select the Xero organisation you would like the add-on to

work with and click the green ‘Authorise’ button.

Once authorised the popup window will be closed and the Xero extension page will be

updated to display the organisation that has granted access and also the authorisation

date and time. An additional section will now be available beneath the Authorisation

section named ‘Account Selection’.

Account Selection

In order for Flo2Cash to apply payment records to your invoices in Xero you must tell us

which bank account to apply the payments to. This will be the bank account where your

card payments are settled (either by Flo2Cash or your acquiring bank), ensuring the

correct account is selected here is essential for you to be able to perform correct payment

reconciliation in Xero.

Select the bank account from the drop down list and click the ‘Save Account’ button to

register your selection. An information message will be presented to you confirming your

selection and you will see the selected account details next to the ‘Payment Account’ text.

The selected account can be changed at any time through the Xero extension page by

selecting the new account in the drop down list and clicking the ‘Update Account’ button.


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Once the account has been selected an additional section will now be available beneath

the Account Selection section named ‘Payment URL’.

Payment URL

When configuring Flo2Cash as a payment service in Xero (see below) you will be required

to enter a URL.

The URL you should enter will now be presented to you as in the screenshot below.

Xero Setup

When you have finished configuring Xero in your Flo2Cash merchant console you will

need to configure your Xero organisation account to ensure that invoices sent from this

account carry the Pay Now button and that clicking this button will take your customer

to the correct payment screen. There are two items to configure in Xero:

1. Create a custom payment service

2. Create (or update) an invoice theme that is linked to this payment service

Creating a Custom Payment Service

To create a custom payment service, you will need to login to your Xero account and

navigate to Invoice Settings (this can be reached through Settings > General Settings >

Invoice Settings).

First click the ‘Payment Services’ button to take you to the payment services configuration

screen, if you have already configured payment services these will be listed here.


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To accept payments through your Flo2Cash account you will need to create a new

payment service; to do this click the ‘+ Add Payment Service’ button and select Custom

Payment URL from the drop down list. This will pop up a window allowing you to create

the payment service.


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You will be required to enter a name for the payment service e.g. ‘Flo2Cash Payments’

and also provide the payment URL (this is the URL from section 3.3 above). Once you have

entered the required information click the green ‘Save’ button to create the payment

service and see it in the Active Payment Services list as below:

The next step is to link this payment service to the invoice theme you will be using for

your invoices.

Invoice Themes

Xero uses the concept of Invoice Themes for applying different configuration options to

your invoices. In order for the Pay Now button to appear on your online invoices you

must link the payment service you created in section 4.1 above with an existing or new

invoice theme.

Navigate to Invoice Settings (this can be reached through Settings > General Settings >

Invoice Settings)


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Click ‘New Branding Theme’ to create a new invoice theme or edit an existing theme by

selecting ‘Edit’ from the options drop down menu.

When creating or editing an invoice theme you will need to select the payment service

created in section


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4.1 above from the drop down list.

Once you have configured the rest of the details you require for the invoice theme click

the green ‘Save’ button. If everything is setup correctly your theme will appear in the

invoice themes list and will indicate the payment service that will be used with the theme

as shown below:


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When creating invoices in Xero make sure you use the theme you have assigned the

payment service to in order for your customer to see the ‘Pay Now’ button when viewing

it online or as a PDF.

The Payment Process

When you send customers their invoices (assuming they were created using the invoice

theme configured in section 4.2 above) the email will contain a hyperlink for them to view

the invoice online. Clicking this link will open the invoice in the customers default

browser and a green ‘Pay Now’ button will be shown in the top left of the screen - see

below.

Clicking the ‘Pay Now’ button will take your customer to the Flo2Cash payment page

where they can now pay the invoice online. The payment page will display the following

information to your customer:

1. Your business trading name

2. The payment amount (this will be the amount due)

3. The invoice number in the reference field

4. The text ‘Xero Invoice Payment’ in the particulars field


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The screenshots below show the standard payment flow, however, if your account is

configured to accept China UnionPay, MasterCard MasterPass or POLi payments the

customer will be asked to select which payment method they would like to use.

Your customer will enter their card details and click the ‘Submit’ button to process the

payment. Once the payment is processed the result will be shown on screen.


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Viewing Payments and Reconciliation

If the payment is successful Flo2Cash will apply a payment to this invoice which you will

be able to see recorded against the invoice in your Xero account.

Viewing in Xero

To view this payment login to your Xero account and navigate to the specific invoice.

Invoices can be viewed by navigating to the paid invoices list (Accounts > Sales and click

‘Paid’)

Select the invoice from the list of paid invoices to view it. Viewing the payment is as

simple as clicking the ‘Payment’ link.

When viewing the payment, the Flo2Cash transaction number will be displayed in the

reference details.


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Viewing in Flo2Cash

You can view the payments made for your Xero invoices by using the advanced search

option in your Flo2Cash merchant console. Navigate to the advanced card transaction

search page (Card Transactions > Advanced Search) and use the text “Xero Invoice

Payment” in the particulars filter and specify a date range and finally click the ‘Apply

Filter’ button.

Disconnecting your Xero Account

To disconnect your Xero account from Flo2Cash, you need to click the “Disconnect”

button in the Merchant Console and confirm your action.


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This will disconnect Flo2Cash from you Xero account, to completely disconnect you will

need to remove the add-on through Xero.

Navigate to Add-ons (this can be reached through Settings in the main menu)


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Click on the “Disconnect” button for Flo2Cash Payments add-on

Click on the “Yes” button in the confirmation dialog which will remove the add-on.

Additional Support

If you are having trouble connecting your Xero account in Flo2Cash please email us at

[email protected] and our team will help get you up and running.

[email protected]

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