Xero: Dental4Windows (D4W) with Xero Integration

Dental4Windows (D4W) integrates with Xero so your receipt totals can be synchronised to your Xero Bank Feed. Read the details below carefully to select suitable options for the practice.

Integration

About the integration

• The D4W integration ONLY sends the Receipt Totals to Xero: No receipt-level details are included

• This is a one-way integration: Data entered in Xero will not flow back to D4W

• Any backdated receipts will NOT be included in the daily synchronisation and must be manually entered into Xero

• If you delete or adjust a receipt in D4W after the receipt totals have been synchronised, you must manually update your Xero account accordingly

• Each practice location must be individually mapped

• You can send receipts from each location to a separate Xero organisation or all locations to the same organisation

  

Integration Methods

D4W offers four (4) methods to choose from for totalling your receipts.

• All receipts are totalled for the location and sent to one Xero account

• Receipts are totalled by the payment method and sent to different Xero accounts

• Receipts are totalled by the provider and sent to different Xero accounts

• Receipts are totalled by the provider and payment method and sent to different Xero accounts

Important: Before You Start

• An active Xero subscription is required to use this integration If you don't have one, visit www.xero.com to subscribe.

• Choose the integration method that best suits your needs. We recommend consulting your accountant or bookkeeper to ensure your bank accounts are correctly set up.

• Your accountant or bookkeeper can advise you on the appropriate Sales/Revenue account and default bank account for the integration.

With this information handy, you are now ready to set up the Xero integration.

Dental4Windows Setup

Security

To ensure that only authorised users can make modifications to your Xero configuration, you can select which users/groups are allowed to do so.

1. Go to Location Setup > Security tab

   1. Select the User or the Group

   2. Select Banks from Modes/Actions list

   3. Tick Allow Modifications in Xero
      

Xero Management 

To access the Xero Management screen

1. Go to Location Management > Banks tab

   1. Menu Bar name: Operations > Xero Management
      

   2. To make any changes, tick the Allow Modifications checkbox
      

Connecting to Xero

1. Open the Connections tab

   1. Click Connect to Xero to open the Xero login page in your browser
      

2. Enter the Xero account email and password

   1. Click Log in

   2. Click Allow access to authorise D4W to access the data in Xero to enable the integration
      
      

Account Mapping

Once access has been granted, you can map your Xero accounts using your selected integration method.

1. Highlight the Practice Location

2. Click Mapping
   

3.  Select your Xero Organisation from the list 

4.  Select the Xero Banking Method:
   
   

   1. All Receipts for this Location go into one Account: All receipts are totalled for the location and sent to one Xero account

      1. If you cannot see any accounts in the Sales/Revenue Account or Bank Accounts lists, click Retrieve Accounts from Xero 

      2. Tick Include this Mapping in the Daily Synchronisation

      3. Click Update and Exit
         
         

   2. All Receipts for this Location go into different Accounts by Payment Type: Receipts are totalled using the payment method and sent to different Xero accounts
      1. If you cannot see any accounts in the Sales/Revenue Account or Bank Accounts lists, click Retrieve Accounts from Xero
      2. Against the relevant bank accounts, click Methods of Payment button
      3. Tick the payment methods and click OK
      4. Select the Default Account for any unmapped payment methods. This is an important step to catch any payment methods that you may add in the future that don’t get mapped
      5. Tick Include this Mapping in the Daily Synchronisation
      6. Click Update and Exit
         
         
   3. All Receipts for this Location go into different Accounts by Provider: Receipts are totalled by the provider and sent to different Xero accounts.
      1. If you cannot see any accounts in the Sales/Revenue Account or Bank Accounts lists, click Retrieve Accounts from Xero 
      2. Against the relevant bank accounts, click Providers button
      3. Tick to select the Providers to include and click OK
      4. Select the Default Account for any unmapped providers. This is an important step to catch any providers that you may add in the future that don’t get mapped
      5. Tick Include this Mapping in the Daily Synchronisation
      6. Click Update and Exit
         
   4. All Receipts for this Location go into different Accounts by Payment Type and Provider: Receipts are totalled by the provider and payment method and sent to different Xero accounts
      1. If you cannot see any accounts in the Sales/Revenue Account or Bank Accounts lists, click Retrieve Accounts from Xero
         
         
         This process is similar to Dental4Windows Bank Redirections:
      2. Select the relevant Bank Account
      3. Tick box to select the payment method 
      4. Select the providers 
      5. Click Add
         Repeat steps c, d, e for all the payment methods for this account
         Repeat steps b, c, d, e for all relevant Bank Accounts. 

      6. Select the Default Account for any unmapped providers. This is an important step to catch any providers that you may add in the future that don’t get mapped

      7. Tick Include this Mapping in the Daily Synchronisation

      8. Click Update and Exit
         

5. Select the Sales/Revenue Account 
6. This location is now set up. Repeat the process for any additional locations.
   

Enable Daily Synchronisation

Once all the locations are configured, you can select the appropriate time of day to enable the synchronisation

1. Select time (24hr) 
2. Click Enable Sync
   

3. Your Xero synchronisation is now ready

   

Email Notifications

You can setup email notifications to advise you of the daily synchronisation status

1. Click Setting
2. Tick Notifications and enter the E-mail addresses
3. Click OK
   
   

Disconnecting from Xero

If you no longer need the integration between D4W and Xero, you an disconnect D4W from Xero

1. Click Disconnect from Xero

2. Select the organisation that require disconnection

3. Click Disconnect