Function

Description

Action

When bills are created, a match is made between BlueFolder Users (who are third party contrators) and Xero Contacts (suppliers).

Direction 

Bluefolder to Xero (Xero field contents not overwritten) 

Condition

None

Field Mapping

The highlighted row indicates the Matching Fields that are used to identify the matching record in the corresponding application. No on-going connection is formed.

Created 

None - The supplier Xero Contacts are manually created in Xero and then the Xero Contact Name is manually entered into the Link1URL field for the corresponding BlueFolder Users.

Edited

None - The fields in both applications require manual input to ensure they are identical 

Deleted

None - Requires manual action for corresponding records in both applications

Error Handling

If Link1URL does not match a supplier in Xero, a temporary contact will be created in Xero (Xero Contact Name = Assignee Name + BlueFolder AssigneeID). The temporary contact will be used on the Xero Bill. An error email will be generated with the subject " A matching supplier contact was not found". The steps to resolve this issue are:

1.      Edit the specified User in BlueFolder and update the Link1URL field to match a Xero Contact

2.     the temporary contact in Xero should be merged with the correct Xero Contact

3.     the bills with the contact as the temporary contact should be change to the correct Xero Contact