Xero connector for Zoho DataPrep

Xero connector for Zoho DataPrep [BETA]

Zoho DataPrep allows you to bring in your accounting and financial data from Xero for data preparation. You can also schedule the import of your financial data at regular intervals from Xero.

To import data from Xero

1. Open an existing pipeline or create a pipeline from the Home Page, Pipelines tab or Workspaces tab and click the Add data option.

InfoInfo: You can also click the Import data  icon at the top of the pipeline builder to bring data from multiple sources into the pipeline.


2. Choose the Finance category from the left pane and click Xero. You can also search for Xero in the search box.




NotesNote: If you had already added a Xero connection earlier, click the Saved connections category from the left pane and proceed to import. To learn more about Saved connections, click here.

3. Select an account from the saved connections or connect a new account using Add new option.
You can create as many Xero connections as required.



To authenticate Xero account

4. Provide a unique Connection name for your Xero account and click Authenticate. You will need to authorize Zoho DataPrep to access your files when you do this for the first time.


Note: The connection configuration will be saved for importing from Xero in the future. Credentials are securely encrypted and stored.

5. Choose the required Account from the dropdown and the corresponding modules and fields will be displayed. Select the Modules and Fields that you would like to import.



Here's the complete list of supported modules.

AccountsBankTransactions LineItemsSales Credit notes Refunds
ContactsBank TransfersSales Overpayments Refunds
ItemsSales Credit notesSales Prepayments Refunds
BillsSales Credit Note LineItemsPurchases Credit notes Refunds
Bill LineItemsSales Credit notes AllocationsPurchases Overpayments Refunds
QuotesPurchases Credit notesPurchases Prepayments Refunds
Quote LineItemsPurchases Credit Note LineItemsPurchase Orders
InvoicesPurchases Credit notes AllocationsPurchase Orders LineItems
Invoice LineItemsSales PrepaymentsExpense Claims
Tracking CategoriesSales Prepayments AllocationsUsers
Overall BudgetPurchases PrepaymentsRepeating Bills
Bill PaymentsPurchases Prepayments AllocationsRepeating Bill LineItems
Invoice PaymentsSales OverpaymentsRepeating Invoices
JournalsSales Overpayments AllocationsRepeating Invoice LineItems
Journals - Cash BasisPurchases OverpaymentsTax Rates
Bank TransactionsPurchases Overpayments AllocationsManual Journals
Manual Journals Lines

The ExpenseClaims module is deprecated in Xero but is still used by the old users.
Note: Please choose the modules batch by batch to avoid "429: Too Many Requests" error from Xero. Learn more

6. Once you have completed importing data, Pipeline builder page opens and you can start applying transforms. You can also right-click the stage and choose the Prepare data option and prepare your data in the DataPrep Studio page. Click here to know more about the transforms.



Note: When you import more than one module from your Xero account, each dataset will be created as a stage in DataPrep as above.
7. Once you are done creating your data flow and applying necessary transforms in your stages, you can right-click a stage and add a destination to complete your data flow.
NotesNote:  After adding a destination to the pipeline, you can try executing your pipeline using a manual run at first. Once you make sure manual run works, you can then set up schedule to automate the pipeline. Learn about the different types of runs here.

Schedule

You can schedule your pipeline using the Schedule option. 

Schedule configuration

1. Select the Schedule option in the pipeline builder.

2. Select a Repeat method (hourly, daily, weekly, monthly) and set frequency using Perform every dropdown. The options of the Perform every dropdown change with the Repeat method. Click here to know more.




3. Select the GMT at which you want to import new data found in the source. By default, your local time zone will be selected.


4. Pause schedule afterThis option allows you to choose to pause the schedule after n number of failures.
InfoInfo: The range can be between 2-100. The default value is 2.

Import configuration

You can configure how to import and fetch data from your Xero account using the Import configuration option.
Note: The import configuration needs to be mandatorily setup for all the sources in the pipeline. Without setting up the import configuration, the schedule cannot be saved.

5. Select the Click here link to set the import configuration. 

6. Select the required option from the How to import data from source? drop down. You can choose to import all data, or do not import using this option.

Import all data  

This option will import all available data from your Xero account.


Do not import data 

The data is imported only once. The second time, the rules get applied to the same data and get exported.



7. Click Save to schedule import for your data.
NotesNote: If you have already configured a schedule from Xero, data will be reloaded based on your earlier configuration under the Import configuration section when you click on the Edit schedule option and set a new schedule.

Schedule settings

Stop export if data has invalid values: Enabling this will stop the export when prepared data still has invalid values.



Order exports

You can use this option when you have configured multiple destinations and would like to determine in what order the data has to be exported to destinations.

If not enabled, export will run in the default order.
Note: This option will be visible only if you have added more than one destination in your pipeline.

To rearrange the order of your export destinations

1) Click the Order exports toggle.

2) You can drag and drop to change the order of the destinations and then click Save.



Note: Click the Edit order link if you want to rearrange the order again.


8. After you configure the schedule configuration, click 
Save to execute the schedule. This will start the pipeline.



Each scheduled run is saved as a job. When a pipeline is scheduled, the data will be fetched from your data sources, prepared using the series of transforms you have applied in each of the stages, and then data will be exported to your destination at regular intervals. This complete process is captured in the job history.

9. To go to the jobs list of a particular pipeline, go to the  ellipses icon in the pipeline builder, and click on the Job history menu to check the job status of your pipeline.

10. Click the required job ID in the Jobs history page to navigate to the Job summary of a particular job.

The Job summary shows the history of a job executed in a pipeline flow. Click here to know more.

11. When the schedule is completed, the data prepared in your pipeline will be exported to the configured destinations.
NotesNote: If you make any further changes to the pipeline, the changes are saved as a draft version. Choose the Draft option and mark your pipeline as ready for the changes to reflect in the schedule.




After you set your schedule, you can choose to Pause schedule or Resume scheduleEdit schedule and Remove schedule using the Schedule Active option in the pipeline builder.

When you edit and save a schedule, the next job will be from the last schedule run time to the next scheduled data interval.

Important: Adding Xero as destination and pushing data to Xero from DataPrep is not supported yet.

Limitations

  1. The ExpenseClaims module in Xero has been deprecated and is only available to users who used it in the six months before July 10, 2018. Consequently, only these users can import data from the ExpenseClaims module into Zoho DataPrep.
  2. In Xero, there are limits to the number of API calls that your application can make. So, please choose the modules batch by batch to avoid "429: Too Many Requests" error from Xero. Learn more.

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