Implementation guide

Linked and Sync describe two different ways Sage Construction Management works with Xero.

Linking establishes a relationship between records in Sage Construction Management and Xero. It maps two existing records so both systems know that they represent the same entity, such as a customer, vendor, or project. Linking does not transfer or update data. Instead, it helps prevent duplicate records and ensures transactions post to the correct record. For example, when a Sage Construction Management project is linked to a Xero job, it no longer appears in the Sync Wizard because the relationship is already set.

Syncing updates data for records that are already linked. If the relationship exists, syncing keeps selected fields, such as address, phone number, or tax codes, consistent between the two systems. Syncing does not create new records, it only updates specific attributes for records that are already linked. For example, running the Sync Linked Customers and Vendors function updates address and phone details for customers and vendors linked between Sage Construction Management and Xero.

In summary, linking connects records in Sage Construction Management and Xero so that they’re recognized as the same entity, without posting or updating data. Syncing then updates selected information to keep those linked records consistent across both systems.

The Vendor Summary report displays payment information based on data synchronized between Sage Construction Management and Xero.

Payment amounts are updated through the following process:

1. A transaction is created in Sage Construction Management, such as a subcontract invoice.

2. The AccountingLink utility or browser solution posts the transaction to Xero.

3. Xero processes payments for the bill or subcontract invoice.

4. The AccountingLink retrieves payment details from Xero and updates the payment information in Sage Construction Management.

For example, for subcontract invoices:

1. The subcontract invoice is created in Sage Construction Management.

2. The AccountingLink posts the subcontract invoice to Xero.

   Sage Construction Management stores the associated accounting transaction ID to retrieve payment information later on.

3. When a payment is made in Xero, the AccountingLink retrieves the payment information during the next synchronization.

4. The payment amount is then updated in the Accounting Info section of the subcontract invoice record and becomes available for reporting and analytics.

Payment information is not updated in real time. The Update Payment Info function on the Sync tab is responsible for updating payment amounts in Sage Construction Management. This synchronization can be run manually or scheduled to run automatically on a recurring basis.

If payment amounts do not appear in the Vendor Summary report, verify that:

• The transaction was successfully posted from Sage Construction Management to Xero through the AccountingLink.

  Payment information is available only for transactions posted from Sage Construction Management to Xero through the AccountingLink. The posting process creates the relationship needed to match Sage Construction Management transactions with payment records in Xero. If a transaction is entered separately in both Sage Construction Management and Xero, no relationship is created between the records. In this situation, payment information entered in Xero cannot be linked to or displayed for the corresponding transaction in Sage Construction Management.

• Payment has been processed in the accounting system.

• The Update Payment Info function has completed successfully.