5. FAQs
This page covers some of the common questions you may have about our Xero integration.
If you have any questions that aren't covered by this documentation, please feel free to reach out to us at: support@paytron.com.au
How do I keep my data synced with Xero?#
Paytron's integration with Xero runs entirely automatically. As you make payments or changes, Paytron will automatically update Xero with the lastest information.
What data does Paytron have access to within Xero?#
Paytron only extracts data from Xero that is absolutely necessary to enable us to make a payment. We dont have access to your financial statements or other bank accounts. Please see our dedicated section on Data Consent for the exact data we require access to and to which you explicitly need to concent to during integration.
Does Paytron have segregation of duties?#
Yes, two ways. Paytron has segregation of duties within the platform to split create / approve roles for beneficiaries and payments. Another practical way of segregating duties is to split the users that have access to Xero (where the payment originates) vs. Paytron (where payment is approved)
What happens when I delete a payment in Paytron?#
You will get prompted with what you would like to happen with the corresponding bill in Xero. You will have the option to Void, Move back to draft or Do Nothing
What happens if I void or ammend a bill in Xero?#
If you void a bill in Xero, Paytron will attempt to terminate or cancel the associated payment.
If the payment has already completed, or has been sent for processing, Paytron may not be able to do so.
If you ammend a bill in Xero, the updates will be pushed through to Paytron as long as the payment hasn't been sent for processing.
How do I get the bills that I want to Pay in Xero?#
You can continue what you are currently doing, i.e. email your bill to Xero, manually capture the bill in Xero or use a third party provider such as Dext. Alternatively, you can email the bill directly to Paytron where all the relevant payment and bank details will be automatically captured by Paytron from the PDF bill. The email address to be used can be found under Payments, Upload Invoice
Is Paytron only for foreign currency payments?#
No. Paytron can pay in real time in Australia and same day in most of the popular payment destinations. In total Paytron can pay to approximately 180 countries.
What Xero subscription do I need in order to integrate with Paytron?#
The Starter and Standard Xero plans are sufficient if you are only using Paytron to pay domestic within Australia in AUD. However, if you would like to convert between currencies or pay in multiple currencies, you will need to have the Premium Xero plan.
Can I link multiple Paytron accounts to my Xero profile?#
Yes. If you have 3 legal entities (known as organisations in Xero), that are linked to a single Xero user profile, you can link 3 seperate Paytron accounts on 1:1 basis to each organisation within Xero. You cannot link more than one Paytron account to a single organisation and you can also not link multiple organisations to a single Paytron account.
What happens with bills that I submit to Xero, which have already been paid?#
In certain instances you or your accountant may want to submit a bill to Xero that has already been paid in order for you to reconcile with other bank accounts you may have. In this instance, those bills will also be pushed to Paytron and you will need to delete them in Paytron. The important bit, when prompted with what Paytron needs to do with the bill in Xero, chose Do Nothing
What is the purpose of the Paytron FX account in Xero?#
It is the contra account when conversions are booked between two Paytron Bank accounts.
Is Paytron a bank?#
No, Paytron operates under an AFSL as a Corporate Authorised Representative. However, Paytron has the ability to hold funds for you that you will be using for future payments, in upto 37 currencies. These Paytron Global Accounts work like bank accounts and to enable this functionality in Xero they feed into the Xero bank account structure.
How do I disconnect from Xero?#
If you want to disconnect your Paytron account from Xero, you can do so at any time. Head over to Settings, Admin and Disconnect from Xero. Alternatively, you can disconnect from within Xero by heading over to Settings, Connected Apps and selecting Disconnect found by clicking the ellipsis next to the Paytron block.
If you change your mind later, you can reconnect at any time. Simply follow the steps described earlier on this page.
When will my Paytron payments appear in Xero?#
Paytron payments will be sent to Xero as bills once they're scheduled. I.e. you've chosen a currency and payment date for the payment. The bill will moved immediately to 'Awaiting Payment'.
When your payment has been completed, Paytron will update Xero to indicate the bill has been paid. We'll also add transactions to your Paytron currency accounts in Xero, and reoncile everything for you.
How do I set Xero account codes for my payments?#
When you create a payment in Paytron, you'll notice a section named Xero Options in the payments panel. You can select your account codes here.
Alternatively if you navigate to the Beneficiaries page, you can set a preferred account code on the beneficiary data. Simply update an existing beneficiary, or create a new one.
Do I need to reconcile payments from Paytron?#
No reconciliation is required for anything you do in Paytron. Paytron will automatically handle reconcilation for conversions and payments.
Why has my Paytron bank account in Xero gone out of sync with my Global Account in Paytron?#
This could be because of the following reasons:
The Paytron user has chosen for their accountant to perform the reconciliation in Xero because they don't know which accounting code to use. In this case we will push a payment as soon as it happens, into Xero as a bank feed. The Xero user then has to manually reconcile this item.
When money is deposited into Paytron, either through a transfer from another bank account or by one of your customers, we will push that entry into your Global Account as a real time bank feed. The Xero user then has to reconcile that deposit manually
Sometimes gremlins could make their way into either Xero or Paytron causing the systems to momentarily be out of sync. We actively monitor for this and when it happens we will push the missing entries into Xero as soon as we can
What's the difference between real time reconciliation and a bank feed?#
A bank feed is when a cash receipt or cash spend is pushed by your financial institution into your bank account in Xero. Most financial institutions do this overnight. The Xero user will have to manually reconcile these entries against bills or invoices. Paytron uses real time bank feeds for deposits and also for payments where the Paytron user did not specify which accounting code the bill should be booked too in Xero.
Real time reconciliation is a proprietary feature of Paytron, where through control of the bills and Paytron Global Accounts in Xero, we reconcile all expenses and their bills in real time so there is no manual intervention required by the Xero user. We can only do this if the Paytron user specifies which accounting code the bill needs to go too in Xero.