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Xact Link for Act! and Xero Install & Setup Guide

Settings

After a successful install of the product, in Act! under Tools menu, a new item Xact Link for Xero will appear.

In this section of the manual, only items under Settings will be covered.  Please refer to the "Getting Started" section for managing contacts and items.

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Field Mapping

Field Mapping specifies how field are mapped between Xero and Act! during contact creation/update, and import/export,.

Depending on how you use your Act! database you may want to change the field mappings so that the Act! contact fields are mapped to their Xero field. (Auto) fields are used when the link tries to assign common data mapping, for example when creating a new Xero contact if the Company field has value then it will be used as the Xero contact name, otherwise the Contact field will be used.

Click OK to save and apply the new field mappings.

Xero Authentication

Please refer to the Install Guide (link below) to configure connection to Xero.

Go to support.xactsoftware.co.nz/xlax/install_guide/setup_wizard#authentication for details.

User Access Control

User Access Control (UAC) allows Act! administrator to restrict access to Xero Link and it's functionalities. It can be applied for every Act! users in the database.

Important Notes:

  • Once activated it cannot be disabled!  UAC activation is applied to the currently opened Act database.
  • When activated, each Act! user must be granted explicit access; Xero Link tab will be completely disabled for all users that has not been configured.
  • Unless explicitly denied access, any Act! administrator account can administer UAC.

Activating User Access Control

You must be an Act! administrator, and Setup Wizard must be completed.

When setting up for the first time (that is, activating User Access Control) the following prompt will appear.

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Once activation is completed, make sure to give yourself access Xero Link and permission to change settings.

 

Administer User Access Control

Select an Act! user to configure access, click Next.

Select Yes to allow the user to access Xero. Tick the check box to give user the permission. 
Click Next to proceed to the next step.

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"Access Level - Detailed" allows you to fine tune the permissions:

  • Xero tab access: Master switch to Xero Link. Must be set to "Allowed" for user to access to any of Xero Link functionality.
  • Configure settings: Access to configurable section of Xero Link including User Access Control. Don'l lock yourself out when setting up your own account!
  • Link / unlink contact: Perform manual and Auto Link
  • Create/update Xero contact: Create a Xero contact from current Act! contact and perform Export Contacts wizard
  • Import contacts to Act!: Copy and link one or more Xero contacts to Act!
  • Import Xero inventory: Copy Xero inventory items to Act! Opportunity Products table.
  • Permissions for Sales Invoice, Bills, and Purchase Order:
    • NoAccess: No access to the the corresponding transaction type.
    • ReadOnly: Can view and open existing document, cannot create a new document or make any changes.
    • Draft: Can create new draft document and modify existing one.
    • Submit: Can create new draft and submit the document to be approved. Can modify existing draft or 'waiting for approval' documents.
    • Approve: Can create, edit, and and approve documents.
    • MakePayment: Same as "Approve" with added permission to apply payment to an invoice/bills.
    • FullAccess: No restrictions apart from ones imposed by Xero or your Xero account permissions.
      Note: Xero may restrict read/write access to certain documents regardless of the settings above.
  • Permissions for Customer Quote:
    • NoAccess: No access to Xero quote
    • ReadOnly: Can view and open existing quote, cannot create a new quote or make anychanges
    • SendQuote: Can create, modify, and email quote.
    • ChangeStatus: Same as SendQuote and manually mark any quote as "Accepted" or "Declined".
    • FullAccess: No restrictions. Effectively the same as ChangeStatus.
  • Email document: Disable Email button in invoice/PO/quote form, can still generate / attach invoice PDF document.

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Any permission changes will come in effect on the next user login to Act!.

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Payment Terms

Use Payment Terms to configure how due dates are calculated. This setting is ignored if it is already specified in Xero Organisation settings, or if the Xero contact has payment terms set.

You can specify two different sales term types:

  • Number of days – calculated by adding the specified number of days from the invoice date
  • Day of the month – specifies the due date on a predefined day of the month after an invoice date.

A proximity number of days may be specified to move the due date on the following month if it falls within a given number of days of invoice date.

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Advanced Settings

Advanced settings contains all configuration and settings for this link product.

Unless instructed by our support team or you have advance knowledge of the product, do not change the settings here.

To restore all configuration and settings to default, click Restore default setting and the setup wizard will run the next time ACT! is opened.

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