Xero Connector for Dynamics 365
Synchronise Microsoft Dynamics 365 data with Xero accounting software.
Preact has developed a connector to automatically sync data to Xero accounting from Dynamics 365 that shortcuts processing time and improves data accuracy.
Have information entered into Dynamics automatically updated in Xero, including new accounts, contact details and product information.
Avoid Repeating Tasks
The solution utilises automated workflows which create an invoice in Xero whenever a new sales order is created in Dynamics.
Bypass having to constantly go between two different systems, by allowing the connector to push through information from Dynamics to Xero.
Demonstrating Xero Connector for Dynamics 365
Demonstrating how data can be synchronised from Dynamics 365 to Xero for accounts, contacts, products and orders.
Video Transcriptopen transcript close transcript
In this short video we’ll show you how we've built an integration from Dynamics 365 into the Xero platform. To start wi…
In this short video we’ll show you how we've built an integration from Dynamics 365 into the Xero platform.
To start with I'm going to break this into three parts. I’ll show you how we can create accounts and how they can sync across. Then how we can push the primary contacts across from Dynamics into Xero, and then we'll add an order against the Account. Then you’ll be able to see how the order and the products render across into Xero as well.
A good starting point would be from the accounts table. In Dynamics we know accounts are businesses, this would be where you'd see a list of all of your existing accounts.
If I just flick over here to my dashboard in Xero and click on the contacts area you can see over here accounts are typically classed as contacts in Xero. When we click in contacts here there are three that I've pushed across from Dynamics are already in here, and a few others that we've got in the system.
Back in Dynamics, there's all of our active Accounts and those exist already.
If I click new and I’ll create a brand new account called ‘Elite Consulting Services’. This is a company that have come to us so we're adding them to the system in Dynamics. They don't already exist in here, we can then add in some address information.
You can have a billing address and shipping address as well or put the same address in there if you need to. Then a phone number which can also sync through to Xero.
As soon as we save, it creates this record and it opens the rest of the rest of the form which includes Xero logs so we can see what's happened at any one time. That's successful so if I just click into there, the API has executed successfully. As soon as you see, that you know full well that that's done something over in Xero.
We come across the Xero and I just give this a refresh you can see we've now got this new account appearing in here. So when we click into this, we’ve got all the details around that. That includes the address I've just filled in, the phone number and everything else has now come across. That’s how we create the accounts and that’s in real-time upon creation.
If I now went back into the Account in Dynamics and I change some details, and then save my changes, upon save for certain in real-time this would come across to Xero.
If I refresh this again in Xero you can see Elite Consultancy is updated so it's not just at the point of creation, the connector is updating records will automatically update the parent record in Xero. Once we've done this, we maybe need to add some primary contacts.
In Dynamics from the Account record we can add a new contact in the same way that we would normally do this.
It pulls through all the Account details into the contact. We’ll call this contact David Jones and then save and close.
If we flick back over here to Xero, there's no contact details or primary people associated with this business. The address is all coming through from the account but there's no individual people showing who are working at this organisation as far as this is concerned. Now because we've just added David as contact in Dynamics, if I just go back into the Account and click on the primary contact and I add David Jones then save this. Dynamics needs to know who the primary contact is so it might be that you've got numerous contacts in the sub-grid that are working at this organisation, maybe you categorise this to say this is the finance director and then that sets the primary contact field.
As soon as the primary contact field, over in Xero if we just give this a refresh now, you can see that's now come across as a primary person of David Jones in here.
Of course, you can add and remove people from here as and when needed in Xero. If I wanted to add a new person in Xero you just click ‘add another person’.
But to run this from Dynamics, all we'd then need to do is come over here add a new contact we can call this ‘Joe Bloggs’ and then save and close.
We've now technically added added a new person down here and then when we come back across to Xero we still see the primary person is David and if I refresh this now also includes Joe as an additional person.
The same thing would happen if I update any details on these contacts like you saw me do to update on the account. Any changes in Dynamics would come across to Xero.
Now, Elite Consultancy Services have been in touch because they want to place a new order for a desk. some office furniture. Typically you'd come down here [on the Dynamics account form] and create an order but I can just show you [in Xero] again over here under the products and services currently in Xero, all we've got are these two products and prices. Product one, oh and it looks like we are selling Ferraris apparently as well!
Coming back across here to Dynamics, before I go and add in the order and you see the products area, it's the same two products. I'm just going to pause the video while I fill this out…
You can see I've just filled out this new product it's a desk that's the desk Product ID, description large corner, desk something like that, filled in all the price lists and everything else and the price comes from the unit down here.
We're saying that when we sell one of these it's going to be £300, here's all the details around it. The key things are the name, the product ID and the description. I’ll save and close on this and it takes us back to the Dynamics product list and you can see we've added the new product. When we come over here to Xero, if I just refresh this again then you can see automatically the same thing applies. It pulls through the new product so I'll click into this and you can see all the details around that. It’s a large corner desk, it's £300 and there's the product ID that's come through as well. You can see in real-time that’s pushed through into Xero.
If there's any new products you've added to your catalogue in Dynamics, they will end up in Xero as a product or service.
Now we've added that product, if we just come back to the Dynamics account and we’ll place a new order. We can put these details in as a new order for ten desks.
You can see the company this is for, put in a requested delivery date, add new shipping information if your not pulling it from the primary account you can fill it in.
Upon saving, this will give us a unique ID reference. That’s just out of the box behaviour with Dynamics and here we are saying this order is for ten desks.
Effectively now what we've got, is an order ID number with a quantity so you can see there's the order ID, that's the description, and it's ten times that amount which gives us this total amount down here.
Upon saving this in Dynamics, if we come back across to Xero in the Invoices option, there it is. There's that order number ending in 6D9 that's come across, it's for Elite Consultancy Services and it's £3,000. When you click into this, you’ll see all of the details so you've got the parent order information in here. The invoice reference ID, then of course you've got those individual line items that are coming from the product itself so there's your quantity, that’s the unit you're selling it, there's the total value that's come across in there as well.
Thanks for listening. If you've got any questions around the Xero Connector and you’d like see what else would be possible, please feel free to get in touch and we'll be happy to answer your questions.
When a new Account record is created in Dynamics 365 this is automatically applied to Xero as a Contact. Through our connector, new Dynamics 365 Contact records are automatically pushed to Xero as a Contact Person.
Dynamics users are able to verify synchronisation is successful by checking the Xero Contact ID on the main account form which should be populated.
Updating / Deleting Records
When field data is updated on Account and Contact records in Dynamics 365 that are synchronised with a Xero Contact or Contact Person these changes will automatically be applied.
If a synchronised Account or Contact is subsequently deleted in Dynamics, the corresponding record will also be deleted in Xero.
The connector can be used to map any field in Dynamics 365 with any field in Xero, this includes accounts, contacts, order, order product, product and even custom entities!
For Primary Contacts that are defined on a Dynamics 365 account that is synchronised with Xero, these contacts will be added as a Xero Primary Person.
Additional Dynamics 365 Contacts
When a new Dynamics 365 contact is created against an account that is already synchronised with Xero the new record will be added to the existing Xero Contact.
Any subsequent changes to synchronised Dynamics 365 contact records, for example a new email address, will reflect on the linked Xero Contact Person.
Further synchronisation processes are available through this connector:
- Synchronise Dynamics 365 Products to Xero Products and Services
- Dynamics 365 Order records synchronised as Xero Invoices
- Push invoice payments from Xero back into Dynamics 365 on the invoice record associated to the original order
Can data be synchronised from Xero to Dynamics 365?
Currently this connector is a one way synchronisation process from Dynamics to Xero accounting.
Will the connector pickup our existing Dynamics 365 Accounts and Contacts and sync these to Xero?
An automated workflow can be applied that will retrospectively synchronise Accounts and Contacts to Xero.
What action will a Dynamics user need to take to create a new account in Xero?
When the connector is deployed, upon creating the new Account record in Dynamics the automated process will sync these new records to Xero as Contact records. Product and order records from Dynamics can also be synchronised to Xero.
What technology is this connector built on?
The Xero connector is developed using Azure Logic Apps.
How to Deploy Preact's Xero Connector
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