The Connectorly Settings entity in Dynamics 365
The Connectorly tile in the Dynamics 365 menu is used to access the Connectorly entities.
The Connectorly 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 sync multiple Xero Organisations from the Microsoft Dynamics 365 app, just set up a Connectorly for each Xero Organisation.
To navigate to this entity in Microsoft Dynamics 365:
Then all Connectorly related entities are available.
By selecting the Connectorly Settings entity, a table of records will show. Double-click on the Connectorly 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
Setting | 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 365 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 whom invoices are sent.
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. |
Use Account/Contact Number for mapping | If Yes, instead of matching the customer name (account or contact name on the invoice) with the Xero contact, the connector will use the Account Number/Contact Number to try to match the Dynamics 365 record with the Xero Contact. If No, the connector uses the account/contact name to match with a Xero contact. |
Allow Contact Update in Xero | Works only when “Create new contacts in Xero” is set to Yes. If Yes - every time update the Xero contact with the latest Dynamics 365 information. If this is set to No, it only creates new contacts. |
Allow invoice update in Xero | Works with invoices, bills and credit notes that were created by Connectorly version 3.12.0 or after. If Yes - Connectorly will check for invoices with Export Status = Ready to update and sync the invoice updates to Xero. On non-paid invoices and bills, everything can be updated. On paid invoices only the following values can be updated: Reference, DueDate, InvoiceNumber, BrandingThemeID, Contact, URL and on the invoice lines only: Description, AccountCode, except for Construction Industry Scheme (CIS) account codes and Tracking. Paid bills cannot be updated. |
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 before 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 otherwise 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 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. |
Do not use invoice description as Xero reference | If Yes, Connectorly does not use the Invoice Description field as Xero Reference. If No, Connectorly pushes the Invoice Description to Xero as a Reference. |