Xact Link for Act! and Xero User Manual

How-to

This section provides a list of walkthroughs showing how to perform a number of key functions provided by the link. If you are new to the link it is advisable that you do these walkthroughs using the Act! demo database and the Xero sample company file.

Link an Act! Contact to a Xero Contact

1. Lookup the Act! record you wish to link
2. In the Xero tab click “Linked to” and follow the wizard
3. When you reach the “Link Contact – Selection” step, select which Xero contact you would like to link to.
   Tip: Use the search box to quickly find a contact by typing part of the name, contact person or email address.
4. Once you have selected the contact you want to link to, click next and close the wizard.

Create a new Xero Contact

Creating new contact in Xero can be done individually or in bulk. For information on exporting multiple contacts at once, run the Export Contacts Wizard.

To create a new contact in Xero individually:

1. Create a new Act! contact or use an existing Act! contact which is not currently linked.
2. In the Xero tab, click the “Create Xero Contact” button .
3. A confirmation window will be displayed detailing the Xero Contact Details.
4. Once this information has been confirmed the new customer card will be created and automatically linked to the current Act! contact record.

Create a new customer invoice

1. Choose a linked Act! contact record .
2. Select “New Invoice” button in Sales or Overview tab
3. A blank invoice form will display, fill in the invoice details as you would if you were working in Xero.
   • If the invoice number is set to “Auto” the link will assign the invoice number when it is saved. Otherwise you must enter an invoice number manually.
   • To delete an invoice line, select the row by clicking on the row header and hit the “Delete” button on the keyboard.
4. After entering all the invoice details this invoice can then be saved as draft, submitted for approval, or immediately approved (if current Xero login is authorised to do so). Hover the mouse over the “Submit for approval” button to show these additional options.

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Create an Invoice from an Act! Opportunity

Before you can integrate the Xero Link with Act! Opportunities you must import your Xero items list into Act! (refer to “Getting Started” section of this manual).

1. Create a new Act! opportunity or select an existing opportunity.
2. Add one or more products have been added to the “Products/Services” tab.
3. Navigate to the contact record associated with the opportunity and go to the “Xero” Tab
4. If the contact is not linked to a Xero record, link it, or create a new Xero record.
5. Open Sales tab
6. Hover mouse over the “New Invoice” button to display additional options.
7. Select the option to create a new invoice “from Opportunities…”
8. Select the opportunity you want to convert and click OK. The link will create an invoice using the information from the opportunity; you can make any adjustments you want to the invoice prior to posting it to Xero.
9. Upon posting the invoice you’ll be asked whether you want to update the opportunity status to "Won".

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Email invoice or save invoice PDF to Act!

1. Go to a currently linked Act! record, click on the Xero tab, choose an invoice and double click on it to open.
2. Choose whether you want to Email, Print or attach the document to Act! History (or Document tab).
3. A PDF document will then be generated and the appropriate action will occur depending on the option you selected in previous step. 

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Receive Payments

1. Navigate to the linked Act! contact you wish to receive payments from.
2. Open the appropriate “Authorised” invoice from the invoices list (clicking on the “Awaiting Payment” filter to narrow your list).
3. Fill in the payments section on the bottom of the invoice form.

   The full amount due is automatically filled in, you can enter a different amount for partial payments.

4. Click "Add Payment" to apply the payment

5. Close invoice form.

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