Set Up and Configure Xero Accounting Integration in DecoNetwork

Integrating DecoNetwork with Xero allows your orders, payments, taxes, and customer data to sync directly into your accounting system. This removes the need for manual data entry and helps maintain accurate financial records across your business.

This guide will take you through the integration configuration process. Before commencing it is advised that you become familiar with Xero's audit features. This will help you roll back any errors introduced into Xero by a misconfiguration - just in case - especially when connecting to your live company data. We also recommend that you read the Accounting Integration Overview so that you understand how the accounting integration feature works, what benefits it provides, and what is supported by this setup.

In this article

• Prerequisites
• Why use Xero integration?
• Step 1: Connect DecoNetwork to Xero
• Step 2: Configure Xero for integration with DecoNetwork
• Step 3: Configure integration settings in DecoNetwork
• Step 4: Test the integration
• Step 5: Sync your data
• Step 6: Take the Integration Out of Test Mode
• Understanding the sync queue and history
• Best practice tips
• Troubleshooting
• FAQs
• Additional resources

Prerequisites

Why use Xero integration?

Connecting DecoNetwork to Xero helps streamline your accounting workflow and improves data accuracy.

• Eliminate double entry: Orders and transactions sync automatically
• Improve accuracy: Reduce manual entry errors
• Save time: Focus on production instead of bookkeeping
• Maintain consistency: Keep financial data aligned across systems

Step 1: Connect DecoNetwork to Xero

1. Log into your DecoNetwork Website.

2. Browse to Admin → Reports.

   

   

3. Click Accounting Software Integration.

   

4. Click on the Xero button.

   

5. Click Integrate with Xero.

   

6. Click on Connect to Xero.

   

7. Enter your Xero login credentials.

   
8. Click Login.

9. Click Authorize.

   

Step 2: Configure Xero for integration with DecoNetwork

Before connecting DecoNetwork to Xero, you will need to have configured Xero with the appropriate mappings that DecoNetwork can synchronize with. The following settings in Xero are recommended to ensure that DecoNetwork is able to synchronize your data. It is likely that your business will already have at least some of these accounts configured if you are already using Xero. As always, give careful consideration to any configuration items that you may need to change, and seek advice from your Xero professional if you are unsure.

Create a DecoNetwork Customer

When you configure the DecoNetwork and Xero integration you will have 3 options for syncing customers:

1. Create individual customer records in Xero for each order by an account holder and import all other orders from DecoNetwork into a single customer record
2. Create individual customer records in Xero for all orders
3. Import all orders from DecoNetwork into a single customer record

If you wish to use options 1 or 3, you need to create a generic DecoNetwork customer in Xero, which will be the same customer used to map all customers who place an order in DecoNetwork.

To Create a Customer in Xero

1. Go to Contacts → Customers.
2. Click Add Customer.
3. Enter the customer’s name, e.g. "DecoNetwork Customer".
4. Enter your customer’s details (Optional).
5. Click Save.

To Create a Sales Invoice for the Customer in Xero

1. Go to Account → Sales.
2. Click New → Invoice.
3. Enter the name of the customer in the To field.
4. Select a Due Date.
5. Enter a dummy line item:
   • Enter a Description, e.g. "Customer setup".
   • Enter a Qty, e.g. "1".
   • Enter $0 in the Unit Price column.
   • Select an Account, e.g. "200 - Sales".
   • Select a Tax Rate.
6. Click Approve.

Set up Order Line Item Mappings

Each order line item needs to be mapped as an inventory, non-inventory, or service item in Xero.

With the inventory or non-inventory items (i.e. the products that you sell), you can choose to record them using a single generic item in Xero. If you choose to use a single item, you need to manually create an item in Xero, which will be the same item used to map all products sold in DecoNetwork. If you choose not to use the same item to record your product sales, the system will automatically sync your products from DecoNetwork into Xero.

With the service items (i.e. services, extra charges, and credit items that you offer in DecoNetwork) you need to map them individually. However, you can choose to combine these into a few items or a single item if you wish. You can use the same item as you use for products if you choose. Otherwise, create service items in Xero for the following services that you offer:

• Shipping Item
• Gift Certificate Item
• Rush Order Fee Item
• Digitizing Fee Item
• Artwork Fee Item
• Screen Setup Fee Item
• Extra Charge Item
• Freeform Item
• Order Discount Item
• Coupon Discount Item
• Order Credit Item
• Order/Store Credit Item
• Payment Surcharge Item

To Create an Item in Xero

1. Go to Accounts → Inventory.
2. Click + New Item.
3. Enter an Item Code.
4. Enter an Item Name e.g. "DecoNetwork Product".
5. Leave the I track this item option unchecked as accounting sync works with non-inventory items.
6. Tick the checkbox, I purchase this item when creating items that could be included in a purchase order like Shipping and Freeform.
   1. Enter the Unit Price.
   2. Select the Purchases Account (if the item is an untracked item) or Cost of Goods Sold Account (if the item is a tracked item) for this item.
   3. Select a Tax Rate.
   4. Enter a Purchases Description for your suppliers.
7. Tick the checkbox, I sell this item.
   1. Enter the Unit Price.
   2. Select the Sales Account for this item.
   3. Select a Tax Rate.
   4. Enter a Sales Description for your customers.
8. Click Save.

Configure Taxes

Taxes configured in Xero should match the tax rates that are used in your DecoNetwork store.

To Add a Tax in Xero

1. Go to Settings → General Settings.
2. Under Organization, click Tax Rates.
3. Click + New Tax Rate.
4. Enter the Tax Rate Display Name.
5. Enter a Tax Component, (e.g. Sales Tax, County Tax) and rate, e.g. "2".
6. (Optional) Add more components.
7. Click Save.

Configure Revenue Accounts (for Payment Methods)

The payment methods that are configured in DecoNetwork must have a corresponding Revenue Account in Xero. (Go to Admin → Settings → Payment Methods to view the payment methods in DecoNetwork).

To Create a Revenue Account in Xero

1. Go to Settings → General Settings.
2. Under Organization, click Chart of Accounts.
3. Click Add Account.
4. Choose an Account Type, (e.g. Other Income, Revenue, or Sales).
5. Enter a unique identifier Code for the account.
6. Enter a short Name for the account, e.g. "Internet Sales".
7. Enter a short Description of how the account will be used, e.g. "Income from Internet sales".
8. Select a default Tax rate for the account.
9. Tick the checkbox, Enable payments to this account.
10. Click Save.

Step 3: Configure integration settings in DecoNetwork

The configurable items in DecoNetwork are outlined below, each with a brief description and guidance on the most commonly used options. Keep in mind that whenever you make changes in Xero to any of the configuration items mentioned in the previous section, you should click Refresh Lists to update and retrieve the latest configuration data.

1. Under Admin → Reports → Accounting Software Integration, click Configure.

   The Configure Xero Integration screen is displayed.

   

2. Click Refresh Lists.

   
3. Configure Order/Invoice Options:

   • Automatically Recalculate Pending Items - Choose whether you want DecoNetwork to recalculate items that need syncing, each time you apply the Sync Now command.

     • If you choose ‘Yes’, DecoNetwork will automatically calculate items that need syncing and sync them.
     • If you choose ‘No’, you will need to first view the sync queue to manually update the queue before you can sync the new pending items.

     Typically choose Yes, unless you want to manually recalculate items affected by a Xero change.

   • Order Syncing - Choose the stage at which you want order data in DecoNetwork to be synced with order data in Xero:
     • Sync orders when they are invoiced: will sync orders once they are marked as invoiced (occurs when an order is marked as shipped, or manually marked as invoiced).
     • Sync orders when they are placed: will sync orders as soon as they are placed.
     • Sync orders when they are awaiting shipping: will sync orders when they are marked as production complete and have the Awaiting Shipping status.
     • Sync orders when they are shipped: will sync orders when they are marked as shipped.
   • Exclude Orders Before - Transactions from DecoNetwork will not be synced if they occurred before this date. Leave blank to include all orders. However, if there is a cutover between which system is handling orders, you may consider using that date as the exclusion date. Typically left blank to include all orders.

   • Include Test Orders - Choose whether you want test orders to be sent to Xero while your site is in testing mode.

     • Choosing ‘Yes’ will allow you to test syncing before you go live.
     • If you choose, ‘No’ no data will be sent to Xero until you go live.

     Typically set to No, unless you want orders from your site, while not live or in testing, to be sent to Xero.

   • Test Mode - While set to 'Yes', DecoNetwork will only send 1 order and 1 purchase order to Xero at a time. Once you are happy that the transactions are being handled properly, set to 'No' so Xero becomes live-updated by DecoNetwork. Start with this set to Yes and change to No when you are confident in the system.
   • Remove Manual Payments - When set to 'Yes', DecoNetwork will remove all manual payments from invoices, including both manually entered and modified payments.
   • Store Credit Payment Synching - Choose a store credit payment synching option:
     • Sync as a payment item: choose this option if you want store credit to sync as order payments. This means store credit will be identified as income in Xero.
     • Sync as an order credit item: choose this option if you want store credit to sync as order credits to avoid being classified as income in Xero.

   • Customer Syncing - Choose a customer syncing option:

     • Create a Xero customer account for all account holders, but use the same Xero customer for all other Internet orders: choose this option if you want DecoNetwork to automatically create a customer account for each customer who is an account holder and use a single customer account to record orders for customers who are not account holders.
     • Create a Xero customer account for all orders: choose this option if you want DecoNetwork to automatically create a customer account for all orders
     • Use the same Xero customer for all orders: choose this option if you want to use a single customer account to record orders for all customers

     The default option of using a Xero customer account for all orders gives the best detail. The other options of using a single customer account for either all orders or just for internet orders both reduce the number of Xero accounts but at the cost of detail. Typically this is set to create a customer account for all orders.

   • Single Customer - If, for the customer syncing option, you choose to use the same customer account for all orders or for customers who are not account holders (option 3 or option 1), this generic customer will be used for syncing.

   • Use Same Item? - Choose whether you want to use the same item to record all line items ordered in DecoNetwork:

     • If you choose ‘Yes’, DecoNetwork will sync all order line items to a single item in Xero (i.e. Use the same product in each order line in Xero).
     • If you choose ‘No’, DecoNetwork will record all order line items as separate products in Xero (i.e. Import the product specifics with each order from DecoNetwork).

     This is typically set to No so DecoNetwork items are imported into Xero.

   • Item Name/Description - If you chose ‘No’ for Use Same Item? choose an option for mapping an order line item’s name and description:
     • DecoNetwork name/description ➺ Xero name/description: map the DecoNetwork name and description into the Xero name and description respectively.
     • DecoNetwork code/name ➺ Xero name/description: map the DecoNetwork code and name into the Xero name and description respectively (this reduces the length of the invoice description field).
   • Item Sales Account - If you selected No for Use Same Item, you will need to choose the Item Sales Account. This is used to specify the destination account for the sale of (blank) products. Typically, this is set to Sales.
   • Item Expense Account - If you selected No for Use Same Item, you will also need to select an expense account for the purchase of blank products to be resold. The expense account is used when purchasing. Typically, this is set to Cost of Goods Sold.
   • Sync Purchase Orders - If enabled, purchase orders are sent to Xero. If purchase orders are being used in DecoNetwork, set it to 'Yes'.
   • Purchase Orders Account - If Sync Purchase Orders is set to 'Yes', then this field is used to define which account is making the purchase orders in Xero. This account comes from the Sales and Purchases Accounts in Xero.

4. Configure Order Line Item Mappings:

   
   

   If you have chosen to set up separate line items in Xero for additional service items, (i.e. fees, charges, credits, and discounts), that you have configured in DecoNetwork, these are configured here. Items can include:

   • Shipping Item
   • Gift Certificate Item
   • Rush Order Fee Item
   • Digitizing Fee Item
   • Artwork Fee Item
   • Screen Setup Fee Item
   • Extra Charge Item
   • Freeform Item
   • Order Discount Item
   • Coupon Discount Item
   • Order Credit Item
   • Order/Store Credit Item
   • Payment Surcharge Item

   Select the account you have designated in Xero for each of the fees from the drop-down list. If the drop-down list is empty or incomplete, ensure you have created these accounts in Xero and clicked Refresh Lists.

5. Configure Tax mappings.

   The different taxes that you support should have corresponding accounts configured in Xero. Select them here from the drop-down boxes.

6. Configure Payment Method Deposit Accounts.

   Select the accounts that each payment method will deposit money into from the drop-down boxes. This should be an account such as "Payments received" or another current asset.

7. Configure Vendors/Suppliers.

   If you chose 'Yes' for Sync Purchase Orders, you will need to select the corresponding supplier accounts you have configured in Xero for each of the suppliers you use in DecoNetwork.

8. Configure Vendor/Supplier Taxes.

   If you chose 'Yes' for Sync Purchase Orders, you will need to select the Xero tax rate corresponding to the DecoNetwork tax rate for each of your supplier accounts that has a tax setup.

9. Configure Vendor/Supplier Tax Free Tax Rate.

   If you chose 'Yes' for Sync Purchase Orders, you will need to select the Xero tax rate corresponding to the DecoNetwork tax-free tax rate for each of your supplier accounts that have no tax setup.

10. Click Save.

Step 4: Test the integration

The final steps are to make sure the configuration is correct and that Xero is receiving data from DecoNetwork in the expected fashion. Initially, this is in test mode where only a single order, purchase order, and payment is synced with every push. Once you are satisfied the systems are working together correctly, put DecoNetwork into Live mode.

1. At the Xero Integration page, click Sync Now (Test Mode).

   
   • Once syncing is complete, you will be notified of any errors encountered.

   • Check the status by clicking View Sync → View Sync History. This outlines the sync that took place. View the details by clicking View Log. Any errors will be revealed, which should be rectified.

     

2. Once any errors have been fixed, click Sync Now (Test Mode) again.

   DecoNetwork will re-attempt to sync transactions that had errors the next time you click Sync Now. If the error does not reappear after a subsequent sync, you know if the condition that caused it has been rectified.

   Sync logs that are more than eight weeks old will be removed to clear up storage space.

   If a transaction will not sync and the cause is not fixable, the transaction must be manually added to Xero. You should stop the transaction with the unfixable error from attempting to sync. Go to View Sync → View Sync Queue, and disable the transaction you no longer want to sync.

3. Repeat the process until no more errors are appearing.
4. Once testing is complete, take integration out of Test Mode.

Step 6: Take the Integration Out of Test Mode

1. Click Configure.

2. Set Test Mode to No.

   
3. Click Save.
4. In the Breadcrumb, click Accounting Software Integration.
5. Click Sync Now to run a full sync.

Understanding the sync queue and history

Data Flow Diagram

Data flow between DecoNetwork and Xero must be initiated manually and is in one direction only - from DecoNetwork to Xero. We do not sync any Xero data back into DecoNetwork. Below is a diagram of the data flow when a sync is initiated from DecoNetwork.

Syncing your data

Syncing to Xero does not occur automatically. However, you can run a sync whenever you like. To initiate a sync:

1. Browse to Admin → Reports → Accounting Software Integration.

   

2. Click the Sync Now button at the top right.

   

Accounting Sync Queue

The Sync Queue shows the entries of pending sync requests that are waiting to be synchronized into Xero the next time a sync is initialized. When there are any updates to your customer, invoice, product, order, and transaction data in DecoNetwork, a record will be added to the sync queue. During the next synchronization, successful syncs will be removed from the queue and any failed sync attempts will be added back to the queue with an error message detailing the reason why the sync failed.

1. Browse to Admin → Reports → Accounting Software Integration.

   

2. Click the View Sync button at the top right toolbar and select View Sync Queue.

   

   The sync queue is displayed in the work area.

   
   • Type: You can filter the search queue by the following types; order, customer, product, payment, refund, credit, and purchase order.

   • Name: You can search for records by name. Enter the name in the search field and click Search.

     

     You need to enter the name exactly as it is stored in the system. Copy it from your sync log to make sure you have entered it correctly.

   • Status: You can filter the search queue by the following statuses; Not synced, Waiting, Blocked, Error, and Synced.
   • Last Result: Shows the outcome of the last sync.
   • Last Error: Shows the error message of the entry resulting from the last sync. In order for the next sync to be successful, you need to rectify an error, then tell DecoNetwork that the record needs to be synced again so it can be recreated. To do this, click the Actions button next to the record and select Unmap from the dropdown. Performing these steps will put the record back into the sync queue to be sent over to the accounting software on the next sync attempt.
   • Block: You can choose records to be omitted from the next sync by ticking the Block checkbox corresponding to the record.

Sync History

The Sync History page shows a report of past sync attempts. For each sync attempt, the date, state, and result are shown. The sync history page is a valuable tool to monitor and troubleshoot integration issues.

1. Browse to Admin → Reports → Accounting Software Integration.

   

2. Click the View Sync button at the top right toolbar and select Sync History.

   

   The Sync History page is displayed in the work area.

   

Best practice tips

• Start with Test Mode before enabling live syncing
• Keep mappings simple initially (e.g. single item mapping)
• Review sync logs regularly during setup
• Align account structures in Xero before connecting

Troubleshooting

• Missing items in dropdowns: Ensure they exist in Xero and click Refresh Lists
• Sync errors: Check Sync History logs for details
• Customer not appearing: Create a $0 invoice in Xero
• Repeated failures: Unmap and retry the sync

FAQs

Does data sync both ways?

No, syncing is one-way from DecoNetwork to Xero.

Can I use one customer for all orders?

Yes, you can choose to map all orders to a single Xero customer.

What happens if a sync fails?

The item remains in the sync queue with an error message until resolved.

Can I undo synced transactions?

You will need to correct them directly in Xero or restore from backup.

Additional Resources

• Accounting Integration Overview
• Import Customers