With the Xero integration you can import payment deductions for an agent and add them to their agent ledger. You can only do this after setting up the Xero integration, so if you have not done this already, see Xero Payroll: Setting Up the Integration.
Viewing Imports
Once you go to Admin > Financials > Agent Ledgers > Import Deductions, you will see an Add New Import button (covered below) and a table at the bottom. As you add imports, they appear in the table.
You can also hover over the imports in the list and click the dropdown button for more info. In there, you will find:
- View - opens a detailed summary of what has been imported (see Step 4 - View Deductions for more info).
- Reverse - reverses the import, so it reverses any transactions that have been added to the agent ledgers. You cannot reverse once you have finalised a pay run.
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Go To Related - gives you the option to jump to different related record types:
- Agent ledger transactions
- Agent ledgers
- Account users
Creating a New Import
Once you have set up the Xero integration, go to Admin > Financials > Agent Ledgers > Import Deductions.
- Click on New Import at the top
- If you have not authorised in the last 30 minutes, see Authorising Xero Integration
- This will take you through to Step 1 - Select Pay Slips.
Step 1 - Select Pay Slips
The navigation along the top works in the same way as most locations in Rex:
- Cancel button - quits the import process
- Step buttons - numbered 1 through 4, these let you jump to the listed step
- Back/Forward arrows - let you go forward or back a step
In the table at the bottom, you will be given a list of pay slips in Xero:
- Paid From/Paid To - enter the dates you wish to search between.
- Show imported pay slips - you can import ones you have already done if you need to. Just check the box.
- Show pay slips created by Rex - these are pay slips that were created by exporting from a commission pay run.
Please Note: If you re-import a pay slip you have already imported, make sure you have reversed the transactions first, or it will double up on the agent ledger.
Once you can see the pay slips you want to use, check the box next to them, then move to the next step by clicking Step 2 - Edit Deductions or the Forward arrow in the top right-hand corner.
Step 2 - Edit Deductions
Step 2 gives you a breakdown of the line items you can import from Xero. The items here are defined in the setup, so if you need to add more, you will need to add them in the Xero setup. For more info, see Xero Payroll: Setting Up the Integration.
To edit the deductions, first select the agent in the left-hand pane. This brings up the items from their pay slips in Xero in the right-hand pane. From here you can:
- Check or uncheck the box next to a line item to include or exclude it.
- In the Import Amount field, make any adjustments to the amount you are importing for the agent.
- If the agent has any associated users, their pay slips will also appear here, with the same options.
Once you have made sure all the amounts are correct, move to the next step by clicking Step 3 - Apply to Agent Ledgers or the Forward arrow in the top right-hand corner.
Step 3 - Apply to Agent Ledgers
Step 3 is a summary of what will be imported to the different agent ledgers. At the bottom you can add a note if you like.
Once you are done:
- Click on the Import button
- Make sure the amount is correct
- Click Confirm
Doing this will take you through to Step 4 - View Deductions.
Step 4 - View Deductions
The final step shows you the same summary as Step 3, but it is now finalised so cannot be updated. Once you have finished, click Close.