Xero Accounting

Marlin Tyre and Mechanical Workshop Software's Xero integration provides instantaneous, one-way synchronisation of transactions to Xero.

Marlin Tyre and Mechanical Workshop Software allows basic integration with Xero Accounting Software.

The basic integration automatically pushes transactions from Marlin to Xero, enabling back office accounting to be managed externally.

To enable Xero integration please contact the Megabus Support Team.

Once Xero integration is enabled, transactions and other actions performed in marlin are automatically reflected in Xero, as outlined in the sections below.

For help using Xero itself, please see Xero's official support documentation.

Subledgers

Postings made to the following balance sheet subledgers in Marlin are automatically updated in Xero:

• Bank Accounts
• Accounts Receivable
• Accounts Payable
• Inventory

Customer Invoices

The following customer transactions made in Marlin are automatically posted to Xero:

• Retail invoices/credits
• Account customer invoices/credits
• Customer deposits
• Deposit refunds/forfeits

Retail Invoices

A generic Cash Customer Name is entered in Marlin's Integration Partner Settings.

All retail invoices and credits in Marlin appear in Xero as payments by the designated Cash Customer with the status Paid (even if the customer has an account in Marlin).

The Xero payment indicates the payment method used in Marlin.

If stocked items are involved in an invoice, an additional Manual Journal entry will be automatically created in Xero to decrease the inventory and record it in the Cost of Goods Sold GL account.

Account Invoices

Invoices and credits applied to Customer Accounts in Marlin, appear in Xero as payments by a customer with a matching name and the status Awaiting Payment.

If a customer with a matching name does not already exist in Xero, they will automatically be created.

Subsequent account payments should be recorded in Xero and are not imported back into Marlin.

Credit Providers

To enable credit provider payment synchronisation, corresponding clearing accounts for each credit provider need to be created in both Marlin and Xero.

The accounts for each credit provider should have matching account codes:

• In Marlin, the account should be an asset account with the Allow Sales/Purchases checkbox left unticked.
• In Xero, the account should be a BAS-excluded asset account with the Enable Payments to this Account ticked.

Once the accounts are set up, customer invoices paid using credit providers in Marlin are sent to Xero as retail customer invoices including a payment to the relevant clearing account.

A second invoice is also created in Xero, containing a clearing account line for the outstanding amount, which relocates the outstanding balance from customer to credit provider.

Once the credit provider pays the business, it should be recorded in Xero along with any merchant fees.

Deposits

Deposits paid by cash/eft are sent to Xero as Manual Journal between the relevant payment method and the Customer Deposits Held account.

Deposits paid via bank transfer are sent to Xero as Receive Money transactions in Xero between the generic cash sale customer and the Customer Deposits Held account, with a reference indicating the customer and customer order number.

Refunded deposits are sent as Manual Journal reversing the original deposit.

Deposit forfeits are sent as Manual Journals between the Customer Deposits Held and the Forfeited Deposits accounts.

Supplier Purchases

The following supplier transactions made in Marlin are automatically posted to Xero:

• Supplier invoices/credits
• Retail purchases
• Account purchases
• Consignment stock deliveries/returns

Supplier transactions will always be posted to Xero under the relevant supplier's name, regardless of whether the invoice or credit was paid immediately or placed on their account.

Subsequent account payments should be recorded in Xero and are not imported back into Marlin.

Inventory

The following stocktake information and inventory movements made in Marlin are automatically updated in Xero:

• Sales and purchases of stocked items
• Stocktake valuations and inventory adjustments

Although Marlin can contain as many items as a business requires, it is not necessary to have any items or services defined in Xero.

Instead, item movements are summarised on invoice detail lines, and postings are automatically made to the relevant accounts in order to update sales and inventory records in Xero.

Item information in Marlin can therefore be updated as required.

Bank Deposits and EFT Settlements

The following [bank deposits and EFT settlements]](/workshop/docs/bank-deposits-1) made in Marlin are automatically posted to Xero:

• Bank Deposits
• EFT Settlements
• Payment/Cash Adjustments

EFT settlements and cash deposits performed in Marlin will be posted to Xero as Manual Journals between the relevant terminal/register accounts and the appropriate bank accounts.

Register balance adjustments and adjustments between cash & EFT payment methods can also be performed in Malrin, and will be posted as a Manual Journals between the relevant accounts in Xero.

Disabled Features

If Xero integration is enabled, the following features will be disabled within Marlin:

• Warranty claims
• Trade-ins
• Promotional discounts with supplier rebates
• Negative-value invoices/credits
• Advanced invoicing/Bulk dispatch
• costing methods
• Cash out
• Branch transfers
• Credit providers*
• Customer account payments*
• Supplier account payments*
• Journal entries*

Integration Requirements

Marlin has extensive inventory management capabilities involving many accounts that are not usually present in Xero.

In order for Marlin's Xero integration to function, the following adjustments need to be made to any existing Xero systems and must be agreed to by the business before proceeding with the implementation:

• GL accounts updated with ones that match those in Marlin
• Supplier list exported and imported into Marlin (with adjustments)
• Account customer list exported and imported into Marlin (with adjustments)
• Generic retail customer set up, as defined in Marlin's integration settings

There is no need to enter item/inventory details in Xero.

All of these necessary updates can be handled by Megabus's implementation team, if required.

If needing to record a Claim?
Account line?
Negative line on invoice or need to do a separate credit?
trade-in?