Data mapping : Xero and PSA

Introduction

This guide details the fields of data mapping between PSA and Xero Integration. PSA term applies to both BMS and Vorex users. 

Pre-requisites 

Active setup with Xero. Refer to this guide for the integration details. 

Data Mapping

This integration allows two-way sync for items, contacts, and accounts. Invoices can be exported to Xero and Payments can be imported to PSA. Xero_-_Page_1.png

Account Code

PSA Fields

Xero Field

Account Code

Code

Account Name

Name

Description

Description

Account Type

Type

      • Account codes: If it exists in Xero we link to the existing entry, we do not update it. If the code doesn't exist we create a new one. 
      • Account types: We link to the type based on the name if it exists in Xero, If it doesn't we take one by default. The name of default is called Other income. 

Tax Rate

PSA Fields

Xero Field

Name

Name

Tax Rate

Rate

      • For Tax groups, multiple tax components will be added. 
      • When importing Tax Rate, we take the name and rate and create it in PSA.
        • If it has multiple tax components we disregard it and add it as a normal tax rate. We don’t create separate tax groups for tax components when importing.

Accounts

Exporting from PSA to Xero 

PSA Fields

Xero Field

Account name

Contact name 

Account code

Account number

Email address in Billing address

Email address

Phone number in Billing address

Phone number 

Fax mentioned in Billing address

Fax

Tax 

VAT

Shipping address

Street Address

Billing address

Postal Address

      • If the account is active in PSA we set it as active in Xero. If the account is inactive it will be set as archived in Xero. 

Importing to PSA from Xero 

PSA Fields

Xero Field

Account name

Contact name 

Account code

Account number

Default currency 

Currency 

Taxable

VAT - Default sales VAT is set 

Sales Tax

Value from Default sales VAT

      • If a mapping already exists only the name is updated else a new account is created in PSA.  
      • The main site is created and addresses are imported from Xero. 
      • Address fields are imported with the same data mapping as when exporting. 

Items

Products, Services, Work type, Expense type, Discount type are items in Xero. 

PSA Fields

Xero Field

Product Name

Item Name

Product Description

Sales Description

Expense Account

Purchase Account

Income Account

Sales Account

Requires Procurement (Yes/No)

I track this item - Yes

Product number

Item code

      • For Inventory items (I track this item), the expense account will be the Cost of Goods Sold Account. 
      • Unit price in PSA will be the Unit price of the Sales item in Xero

Work Type

PSA Fields

Xero Field

Work Type Name

Item Name

Description

Sales Description

Income Account

Sales Account

Expense Account

Purchase Account

 

Services

PSA Fields

Xero Field

Service Name

Name

Unit Price

Sales Unit price

Unit Cost

Purchase unit price

Description

Sales Description

 

Expense Type

PSA Fields

Xero Field

Name

Name

Description

Sales Description

 

Discount Type

PSA Fields

Xero Field

Name

Name

Description

Sales Description

Discount type

Will be set to Amount

Value

Sales unit price

      • For all the above items, if the item name is empty in Xero, the value in code will be taken. 
      • For the Taxable field, the mapping is from I sell this item. If a value is set in Xero it will be pushed to PSA. If it's empty or none then the item will be marked non-taxable. 
      • Income and Expense account mapping is the same for all the items.

Exporting items 

The data is derived from the Setup options selected in PSA. 

PSA Fields

Xero Field

Name

Name

Description

Sales Description

Discount type

Will be set to Amount

Value

Sales unit price

      • When exporting an item the account is taken on the Item level.
        • Item level option (Finance > Item type > Income account)
        • If the item level is empty it will take the default option in the setup ( Finance > Xero > Setup)
      • Default Xero Inventory account, PSA doesn't have default inventory accounts so we rely on the setup option. Its always recommended to use the Inventory -630

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Exporting Invoices 

The data is derived from the Setup options selected in PSA. Below are the fields when exporting an Invoice.

PSA Fields

Xero Field

Account

Contact

P.O.Number

Reference number 

Invoice Date

Invoice date ( Setting in Setup options )

Due Date

Due date

Tax Item

Sales Tax

Total Price

Total ( auto-calculated based on items and tax)

Grand Total

Balance due

Address

Billing address

 

Invoice Items 

PSA Fields

Xero Field

Item Name

Item Code

Description

 Description

Quantity

QTY

Unit Price

Unit Price

Total Price

Amount

Taxable

Taxable (Yes/No)

      • If the item is taxable in an invoice, the value will be sent to the Tax Rate field in Xero. 
      • If it's not taxable then it will be No VAT or Tax-exempt, depending on your company.

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Payments 

PSA Fields

Xero Field

Account

Contact

Payment Date

Payment Date

Reference #

Reference no

Invoice Number

Invoice number

Amount

Amount Received

Related articles 

Refer to this guide for FAQs | BMS with Xero

Refer to this guide for Data mapping details - Data mapping : Xero and BMS

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