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Reference data and posting mappings · How-to guide

Assess existing synchronised records before changing Xero mappings

Pixie CRM guidance. Follow the route for your workspace, check your role and enabled modules, and verify the result before moving on.

Detailed client guidance covering assess existing synchronised records before changing Xero mappings, including prerequisites, exact controls, verification evidence, failure boundaries and safe recovery steps for the shipped Xero connector.

Audience: Administrators, finance staff and authorised integration operatorsPermission: SettingsModule v1.0.0
Jump to steps
Where to goXero Accounting Automation → Mappings
Before you startConfirm the intended tenant, remote account or invoice context, and your Settings access. Keep credentials and tokens out of screenshots, tickets and exported evidence. If a previous write may have reached an external service, verify remote state before retrying.

What this guide helps you do

Detailed client guidance covering assess existing synchronised records before changing Xero mappings, including prerequisites, exact controls, verification evidence, failure boundaries and safe recovery steps for the shipped Xero connector. This article is intentionally scoped to the behaviour enforced or exposed by the supplied module and does not treat provider marketing features as implemented integration capabilities.

How it works

The connector keeps native CRM records authoritative while mapping verified Contact, ACCREC Invoice and Payment evidence in Xero. Queue, exception, API, reconciliation and compliance records are separate evidence layers, so each material action should be verified at both the native and remote sides.

Follow these steps

  1. Open Xero Accounting Automation → Mappings.
  2. Confirm you are in the intended tenant and connected organisation and that your role has the required Settings access.
  3. Refresh remote reference data first.
  4. Select the intended remote accounting reference from the live selector; do not paste an identifier from another organisation/company/business.
  5. Save the mapping once and review any dependent invoices/payments before changing an existing production mapping.
  6. Use a controlled test invoice/payment to verify the posting destination.

Settings to check

This guide’s focusDetailed client guidance covering assess existing synchronised records before changing Xero mappings, including prerequisites, exact controls, verification evidence, failure boundaries and safe recovery steps for the shipped Xero connector.
Reference cacheRemote accounting references are cached and refreshed so staff select valid remote identifiers instead of typing them.
Sales mappingThe sales posting reference determines where invoice revenue is posted. Changing it affects future/updated postings and must be assessed against existing mapped records.
Tax mappingTax is mapped with the provider’s own tax reference; the integration does not infer that two similarly named taxes are interchangeable.
Bank/payment mappingPayment posting requires the correct bank destination and, where the provider uses one, payment method or transaction type.
StalenessIf a selector is empty or outdated, refresh references and verify connection identity before changing data manually.
Provider mappingsSales: AccountCode; tax: TaxType; bank: bank AccountID; payment: native payment mode for optional CRM payment creation.

Check it worked

Reopen the native record and the relevant integration history/register. Confirm the stored remote accounting identifier, exact amount/status, latest timestamps and the expected audit or reconciliation evidence. If the provider-side state cannot be independently verified, keep the task unresolved and use the controlled exception or troubleshooting flow.

Frequently asked questions

What should I verify before I trust the result?Verify the native record, the mapped remote record, the stored remote identifier, the current status/amount and the audit or history evidence. A success message alone is not the accounting evidence.
Should I press the action again after a timeout?Not until you have checked the remote accounting service and the Exceptions/API evidence. A timeout can occur after the remote side accepted a non-idempotent write, so a blind retry can create a duplicate.
Does the connector replace the native CRM record?No. Native clients, invoices and payments remain the operational source records. The connector records mappings, remote evidence and controlled reconciliation around them.
What should I include in a support case?Include the native record ID, remote ID if known, date/time, action, exact visible error and request/audit identifier. Never send client secrets, access tokens, refresh tokens or authorization headers.

Technical basis for this guidance

This guide was checked against the supplied module code paths: controllers/Xero_accounting_automation.php; models/Xero_accounting_automation_model.php; libraries/Xero_api_client.php; libraries/Xero_reconciliation_service.php; libraries/Xero_document_import_service.php; views/admin; install.php; docs/FEATURE_MATRIX.md. It documents shipped behaviour, validation, routes and evidence controls; it does not claim successful live provider network calls from offline inspection.

Common mistakes to avoid

  • Work in the intended tenant and remote accounting/business context.
  • Do not paste credentials, access tokens, refresh tokens or private keys into tickets or notes.
  • Do not bypass a missing mapping, validation error, permission gate, duplicate check or remote-verification requirement.
  • Do not repeat a non-idempotent write until you know whether the previous request reached the remote service.
  • Keep native record, remote evidence and audit/history state aligned before closing the task.
Provider and accounting boundaryThe integration fails closed when required mapping, remote identity, validation, concurrency or verification evidence is missing. Do not bypass a blocker by editing unrelated records or repeating an uncertain write.
Browse connected topics: Reference data and posting mappings Xero Accounting Automation Accounting & Bookkeeping
Fix a missing or stale Xero reference selectorSynchronise a CRM client to a Xero ContactAccounting & Bookkeeping guides

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