PEX Connector for Xero (Charge)

To configure this integration, you don’t even need to wait for your account manager. You can get started right away with just your Xero and PEX credentials.

• Link PEX and Xero
• PEX syncs to Xero
• PEX syncs from Xero
• Configure accounts
• Purchases
  • Purchase contacts
• Fees
• Rebates
• Manage connector
• Auto Tagger
• View transactions in Xero
• FAQ

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Link PEX and Xero

To connect your PEX and your Xero accounts from the PEX Marketplace follow these steps:

• Log in to http://dashboard.pexcard.com/
• Navigate to Apps > Available
• Scroll to locate PEX Connector for Xero.
• Click More info > Install > Launch.
• Click Connect to link your PEX and Xero accounts.
• Enter your Xero Email Address and Password.
• Click Log In.
• Click Allow access.

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PEX Sync Options

Select what type of transactions to sync: Purchases
Enable this option to allow PEX to import PEX purchases as expenses in Xero. You can choose to sync all PEX transactions (regardless of approval status) or just approved ones. For details on transaction review, see our resource on reviewing transactions. Fees
Enable this option to have PEX import PEX account fees to Xero. Bill Payments
Enable this option to have PEX import bill payments to Xero. An example of a bill payment would be an ACH debit from the linked bank account to pay the full statement balance. Rebates
Enable this option to have PEX import rebates to Xero. This option is available only if the “Purchases” toggle is ON. Start Date
Specify a start date for the sync. Transactions after this date will be synced automatically. The end date is optional. The start date and the end date could facilitate a narrow transaction window which is helpful initially to check the transaction sync. Click “Next”.

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Xero Sync Options

Field Column will show all the fields from Xero. You can link each of these fields to an existing PEX tag. If you choose to use PEX tags, you must create them in advance, following the logic described in the Create PEX tags for Xero article. Syncing tag options should be on to import data from Xero. For example, the values for the PEX tag “Expense Account” will be automatically populated with the names of all your expense accounts. Along with expense accounts, you can include Overhead and Direct Costs accounts in the PEX tag “Expense Account”:

• Turn on the Overhead toggle if you want to include Overhead accounts.
• Turn on the Direct Costs toggle if you want to include Direct Costs accounts.

Click “Next”.

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Account options

Please select accounts for each transaction type:

• Source Сash
  • Select a Xero bank account that represents your business checking account.
  • Bill payments to PEX will credit this account.

• PEX Сash
  • Select a Xero bank account of credit card type that represents your PEX bank account.
  • Bill payments to PEX will debit this account.
  • Purchases in PEX will credit this account.
  • Fees in PEX will credit this account.
  • Rebates to PEX will debit this account.
    
• Purchases The connector needs to know which expense account to debit when syncing purchases. You can select either a static option or PEX tag:
  • Static option. Use this <Expense Account> for PEX purchases: <Xero expense account>. All PEX purchases will be recorded against a single expense account that you select in the second highlighted field below (“PEX Purchases” in our example).
  
  You must select one account of the “Expense” type. The dropdown lists only accounts of the “Expense” type. The same account can be used for both purchases and fees.
  • PEX purchase transactions that sync to Xero will debit the selected expense account (“PEX Purchases” in our example above).
• PEX Tag.
  • Use this <PEX Tag> for PEX purchases: <PEX tag name>. Select a PEX tag for expense accounts in the second highlighted field below (Expense Account” in our example). That tag must be created beforehand, following the logic described in the Create PEX tags for Xero article.
  
  • This lets a Xero expense account be dynamic for each transaction.
  • If you select a PEX tag in the second highlighted field above (“Expense Account” in our example) then you and your cardholders will be able to select one of the expense accounts for each purchase transaction. For that go to the “Transactions” menu -> locate a transaction -> click on it -> select an expense account value (“Advertising” in our example below) of a tag (“Expense Account” in our example below) -> click “Save”. Note that you and your cardholders can select one of the tag values for each transaction once you finish the Xero connector setup and sync tag options from Xero to PEX.
  
  • When mapping to a tag, you can also set a default expense account in the “If the expense account tag is missing on a PEX purchase, default to: <Xero expense account>” (see the highlighted below). It (“PEX Purchases” in our example) will be used if you or your cardholders forget to tag a purchase before it’s synced to Xero.
    
    If you or your cardholders do tag a purchase transaction with an expense account value from the tag chosen in the highlighted field below,
    
    that specific purchase transaction will be recorded against the expense account (“Advertising” in our example below) you tagged the transaction with. Tags take precedence over default values.
    
• Fees
  • PEX fee transactions that sync to Xero will debit this account (“PEX Fees” in our example below). You must select one account of the “Expense” type. The dropdown will display only accounts of the “Expense” type. The same account can be used for both purchases and fees.
    
• Rebates
  • PEX rebate transactions that sync to Xero will credit this account (“Other Revenue” in our example below). You must select one account of the “Expense” or “Revenue” type. The dropdown control will display only accounts of the “Expense” and “Revenue” types.
    

Click “Next”.

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Purchase Options

Configure options for syncing PEX purchases. Receipts You can enable automatic syncing of PEX purchase receipts as Xero transaction attachments. Expense Field Mappings In this table, you have the option to map additional fields when syncing PEX purchases as Xero transactions. You can map the fields from Xero to either a static value or PEX tag. If you go with PEX tags then you must create them beforehand following the logic described in the Create PEX tags for Xero article. You can map a default value to use when the tag is missing. For example, if the “Expense Type” is one of the fields on your purchase:

• Mapping the “Expense Type” to a static value allows you to select one expense type (“Supplies” in our example below) from Xero, which will then be applied to all PEX purchases.
  
  Note that a purchase will not be tagged with this static value. You will not see this static value on the transaction details. The static value will be used only when syncing a purchase to Xero.
• Mapping the “Expense Type” to a PEX tag (“Xero Expense Type” in our example below) means that you and your cardholders can select one of the tag values for each purchase.
  
  For that go to the “Transactions” menu -> locate a transaction -> click on it -> select a tag value (“Travel” in our example below) of the “Xero Expense Type” tag -> click “Save”. Note that you and your cardholders can select one of the tag values for each purchase once you finish the Xero connector setup and sync tag options from Xero to PEX.
  
  When mapping to a tag, you can also specify a default “Expense Type” value: for example, Supplies, as highlighted below.
  
  Note that a purchase will not be tagged with this default value (“Supplies” in our example) on the transaction details. It means that if you or your cardholders forget to tag a purchase before it is synced to Xero, the default value (“Supplies” in our example) will be applied to this purchase during the sync. If you or your cardholders do tag a purchase with the tag option from the tag chosen in the highlighted field below,
  
  that specific purchase will be recorded against the tag option (“Travel” in our example below) you tagged the purchase with. Tags take precedence over default values.
  
  If you are using split tag functionality on the PEX platform, the connector will support that while exporting the purchases and create the same split structure for purchases in Xero. Item Description can be mapped to a PEX text tag. This automatically defaults to the PEX Purchase description when the field is not mapped or the tag is missing.

Click “Next”.

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Purchase Contact Options

Configure сontact options for PEX purchases. Select one of the following:

• Use this <Xero contact> as the transaction contact: <Xero contact>. With this option, all PEX purchases will be recorded against a single contact that you select in the second highlighted field below (“PEX” in our example).
  
  Tip:Consider creating a new contact in Xero called ‘PEX’ if you would like to record all of your PEX purchases against a single contact.
  • Use this <PEX Tag> as the transaction contact: <PEX tag name>. Select a PEX tag for contacts in the second highlighted field below (“Xero contact” in our example).
  
  • That tag must be created beforehand following the logic described in the Create PEX tags for Xero article.
  • This lets a Xero contact be dynamic for each transaction.
  • If you select a PEX tag in the second highlighted field above (“Xero Contact” in our example) then you and your cardholders will be able to select one of the contacts for each purchase transaction.
  For that go to the “Transactions” menu -> locate a transaction -> click on it -> select a contact value (“PEX” in our example below) of a tag (“Xero Contact” in our example below) -> click “Save”.
  
  Note:

  • You and your cardholders can select one of the tag values for each transaction once you finish the Xero connector setup and sync tag options from Xero to PEX.
  • If you go with “Use this <PEX Tag> as the transaction contact: <PEX tag name>” then your purchases must be tagged; otherwise, purchases will fail to sync.
• Create a Xero contact for each unique merchant. With this option, PEX will record transactions against corresponding contacts that already exist in your Xero account. If there is no corresponding contact then PEX will auto create a new contact in Xero.
  
  • Note that the connector will not create duplicate contacts, but “Walmart23455”, “Walmart-brooklyn223” are two unique contacts from the connector’s point of view. If you don’t want to have “Walmart23455” and “Walmart-brooklyn223” then read below.

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Standardized merchant names

With the “Create a Xero contact for each unique merchant” option, you can also synchronize your purchases with standardized merchant names if you check “Use standardized merchant names” checkbox. This means that a purchase transaction “Walmart23455” and a purchase transaction “Walmart-brooklyn223” will be recorded in Xero with “Walmart” as a contact instead of “Walmart23455” or “Walmart-brooklyn223”. Click “Next”.

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Fee options

Configure options for syncing PEX fees:

• Contact
  • You can map a single Xero Contact to use for PEX fees.
  
• Expense Field Mappings
  • You can map additional fields when syncing PEX fees as Xero transactions. However, you can map to static values only because account fees cannot have tags in PEX.
  

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Rebates options

Configure options for syncing PEX rebates:

• Contact
  • You can map a single Xero Contact to use for PEX rebates.
  
• Expense Field Mappings
  • You can map additional fields when syncing PEX rebates as Xero transactions. However, you can map to static values only because rebates cannot have tags in PEX.
  

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Manage Connector

On the “Manage” tab you can:

• View/Edit configuration setting.
• View/Refresh Sync history.
• Trigger Sync manually:
  • From PEX to Xero (transactions)
  • From Xero to PEX (tag option values)
• Disconnect from your Xero account.

Clicking on the Fields or Transactions count in the Sync History grid will open a modal with further details of the synced/failed data.

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Auto Tagger

The Auto Tagger app is a great compliment to Xero. It allows you to create rules that auto-tag purchases. Learn more.

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View Transactions in Xero

Log into Xero account and navigate to Accounting -> Account Transactions -> -> Select accounts -> Click Update to view synced transactions.

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FAQ

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SUPPORT & INQUIRIES

For questions related to your connector, please email appsupport+xero@pexcard.com