Financial Records Synchronisation
Once the integration is ready, Sonas will regularly synchronise invoices and credit notes. It will wait at least one hour after a document is generated to allow time for corrections. After that, it will check for new records on an hourly basis.
If you need to cancel a financial record that has already been synchronised with Xero, please follow these steps:
Invoices: Go to your Xero dashboard and void the invoice (if you have already added payments to the invoice, you will need to remove them first). This should automatically cancel the invoice in Sonas. If not, you will be able to cancel the invoice in Sonas without any warnings.
Credit Notes: Go to your Xero dashboard and void the credit note. The cancellation of the credit note in Sonas is not automatic, so you will need to cancel it manually every time.
Auto-verifying Payments Waiting for Validation
If a customer pays by bank transfer for an invoice already synchronised with Xero, that payment could be automatically verified when the invoice is marked as paid in Xero. This will only happen when:
- The Sonas invoice is valid and has a payment waiting for manual verification.
- The invoice is synced with Xero.
- The invoice has been marked as paid/reconciled in Xero.
- The amount of the payment waiting for verification matches the sum of individual/multiple payments received in Xero.
Automatic Journaling
For every transaction category, Sonas will try to generate a manual journal from the pre-journaling account to the post-journaling account, summing all amounts charged in the different categories. This will be done when the event finishes (either due to cancellation or successful completion) only if the following requirements are met:
- The pre-journaling and post-journaling accounts are different.
- There are no outstanding charges or financial records that haven't been synchronised with Xero in the Sonas event.
- The sum of all credits and debits for that event in that category is not zero. For example, if just before the event finishes, you have the same amount in credit and debit in the "Soft Drinks" category for Event "XYZ", there won't be any manual journal entry related to "Soft Drinks" when the event is journaled.
It is important to note that the "pre-journaling accounts" used for the different categories when creating the invoice will be respected when doing the final manual journal entries, even if the same category is updated with another account in the general Xero configuration settings. However, if we change the post-journaling account in the Xero general settings before any financial record is journaled, that last change will be used to decide where to journal the amounts.