The Connectorly Settings entity in Dynamics 365
The Stellarise Connector Settings entity holds the details of configuration settings for your connection. In most situations you will only have one record that corresponds with a single Xero Organisation that you are synching with.
To navigate to this entity in Microsoft Dynamics 365:
On the Unified Interface select the Stellarise Connector area.
Then all Stellarise Connector related entities are available.
By selecting the Stellarise Connector Settings entity, a table of records will show. Double click on the Stellarise Connector Settings record related to your connection (you will have more than 1 record if you have more than 1 connection - in the case where you are synching multiple Xero organisations).
The list of properties that can be configured are displayed as below:
Settings and their behaviour
Is this the Default Connection
Set this to Yes, so that every time you create an invoice in Dynamics 365, this connector is set automatically for the Invoice.
Any previous default connection is unset; only one default is possible.
Use Xero invoice number
Set this to Yes to use the Xero invoice numbering scheme.
Otherwise, when set to No, the Use invoice name settings below are used for the invoice number.
Use invoice name
Only available if the Use Xero invoice number is set to No.
If you are entering Purchase Invoices in Dynamics, this is particularly useful as you can put the suppliers Purchase Invoice number in the Name field, which will be then used in Xero as the Purchase Invoice Number.
Create new products in Xero
If Yes then products in Dynamics will be created as Inventory Items in Xero the first time that they are seen.
If No then the invoice will still be created, but no new inventory items will be created in Xero.
Create new contacts in Xero
If Yes, details from the Account or Contact against the Invoice in Dynamics will be used to create a Contact record in Xero. This is a one-time synchronisation; subsequent changes either in Xero or Dynamics are not copied across to the other system.
If this is not ticked and the Contact record in Dynamics does not yet exist in Xero, the Invoice will not be created in Xero. This is useful if you want additional finance team control over who invoices are sent to.
A Sync history record explaining why this has failed to be created in Xero will be attached to the invoice in Dynamics. You can use this feature to enforce a workflow that ensures that Invoices in Xero are only created for known contacts.
Default Xero invoice status
Sales invoices and purchase invoices sent from Dynamics to Xero can be in Draft, Submitted or Authorised status.
Draft and Submitted invoices can be edited before they are approved. Either of these can be used to check an invoice prior to sending it out from Xero.
With an Authorised invoice, only limited changes can be made.
Default Xero sales account code
The Default Sales Account Code is applied against your invoice lines, if you don't specify it. If the Tax Rate has not been set for the product in Xero, the Tax Rate that has been set will also be used.
Xero will not accept an invoice if it doesn't have an Account Code. If you don't set a default here, then you must set this explicitly on every Invoice Line for each Invoice in Dynamics that you want to send to Xero.
Default Xero purchase account code
The Default Purchase Account Code is applied against your Bill lines, if none is otherwised specified. If the Tax Rate has not been set for the product in Xero, the Tax rate that has been set will also be used.
As per the default Sales Account code above, Xero will not accept a Bill if it doesn't have an Account Code against non zero Billing lines, so if you don't set a default here, one must be set explicitly on every Billing Line for each Bill in Dynamics that you want to send to Xero.
Default Xero branding theme
The default Xero Branding Theme that needs to be applied against your invoices during their creation in Dynamics.
Set Date Delivered automatically
If Yes, when a new invoice is created in Microsoft Dynamics 365, we set the Date Delivered field to the actual date.
Create credit note automatically
If Yes, on Invoice/Bill cancellation a credit note can be automatically created and synced to Xero, depending on the Invoice/Bill status as follows:
For DRAFT or SUBMITTED Xero Invoices/Bills, when the invoice is cancelled in Dynamics, the invoice is deleted in Xero.
For APPROVED Xero Invoices/Bills, when the invoice is cancelled in Dynamics a credit note is created in Xero for the full invoice amount and applied to that invoice.
For PAID Xero Invoices/Bills, a Sync history record is created with the message: The Invoice is fully paid in Xero. [and credit note is/is not created?]
For PART PAID Xero Invoices/Bills, when the invoice is cancelled in Dynamics a credit note in Xero is created for the full invoice amount. This is NOT applied to that invoice - it needs to be manually carried out. [Why did we decide that?]
If No, the Dynamics 365 default cancellation process is used and any required Xero credit notes need to be manually created.
Bundled product header only
If Yes, the connector sends only the Product Bundle header with the price and will not send details of related products from Microsoft Dynamics 365.
If No, all products that are part of the bundled product from Microsoft Dynamics 365 are sent to Xero. The Product Bundle heading will be created with the quantity and price. The child product lines will be synchronised as a description only to Xero.
Send email from Xero
If Yes, the connector sends the invoice as soon as it has been synced via email from Xero to the associated contact email address.