Working with the Xero accounts

Overview

To use the integration of the ecommpay and Xero platforms to its full advantage, including the Xero Invoice service for processing payments, set up the following internal accounts in Xero to ensure correct synchronisation of operation data and efficient utilisation of financial reconciliation capabilities.

  • Clearing account is a temporary holding account in Xero used for recording and processing operations received from the payment providers you work with.

    When configuring the application from ecommpay, you are recommended to set up a separate clearing account in each currency of operations processed via ecommpay. Note that only clearing accounts with the Enable payments to this account option enabled can be used for this purpose.

  • Fallback clearing account is a suspense account in Xero used for recording and processing operations processed via ecommpay in currencies that do not yet have configured clearing accounts.

    When configuring the application from ecommpay, you are recommended to set up a suspense account right away to prevent the loss of information about these operations in the process of operation data synchronisation between ecommpay and Xero.

  • Bank account is an account in Xero associated with a merchant's actual bank account and used for reconciling operation data received from bank statements and from ecommpay.

To make sure the application from ecommpay works properly, in the Xero interface configure as many accounts of each type as necessary to categorise your operation data correctly. Keep in mind that the appearance of the Xero interface may differ from the illustrations provided in this article.

When synchronising and reconciling data, the application first sends operation data from ecommpay to Xero, posting each operation to the appropriate Xero clearing account in the relevant currency. Then, the application automatically creates records of these operations in the bank accounts in Xero (also in relevant currencies) for subsequent financial reconciliation.

In the application from ecommpay for Xero, the accounts described above are set up in the Settings tab.

Working with clearing accounts

Adding an account

To add a clearing account:

  1. Open the Chart of accounts section that lists all accounts of the organisation you have selected out of your Xero organisations.

    To do so, click the Accounting item in the upper menu, then select Chart of accounts in the menu that opens, or open the https://go.xero.com/GeneralLedger/ChartOfAccounts.aspx link.

  2. Open the window for adding a new account by clicking Add account.
  3. Specify the appropriate parameters and enable the Enable payments to this account switch to use the account for clearing.

    As a rule, the following fields are required:

    • Account Type—the type of the account (depending on the purpose of the payments; for example, you can choose the Current Asset account type for synchronising payment data between ecommpay and Xero).
    • Code—the identifier of the account unique within the selected organisation (up to 10 characters long; assigned by the merchant).
    • Name—the name of the account (up to 150 characters long; assigned by the merchant).
  4. Save changes by clicking Save at the bottom of the window for adding a new account.
  5. Make sure that the clearing account has been added by checking whether the new account is shown in the list of all accounts.

    A confirmation notification should appear above the organisation's list of accounts in the All accounts tab, and the new account should be shown in the list.

Looking up which account an operation is posted to

To review which Xero clearing account an invoice generated in Xero (paid with the use of ecommpay as a payment service) is posted to:

  1. Navigate to the invoice management page in Xero by selecting Business > Invoices in the top menu.

    To do so, in the Business drop-down menu on the Xero toolbar, select Invoices.

  2. Open the card of the specific invoice.

    To do so, click the row of the invoice you need in the list of invoices.

  3. Open the invoice details.

    To do so, click the link that contains the date when the payment was completed, for example, Payment (17 May 2025) in the bottom right corner of the panel.

  4. Review the accuracy of the posting.

    To do so, in the opened browser tab, locate the name of the clearing account in the breadcrumb trail. It should be one of the accounts specified at the step of configuring the application from ecommpay, and the currency of the operation should be the same as the currency of the clearing account.

To illustrate, these are the steps of this procedure the Xero interface.

Figure 1. Opening the Invoices page
Figure 2. Opening the invoice card
Figure 3. Reviewing information about the account

Working with bank accounts

Adding an account

To add information about the bank account to the Xero platform:

  1. Open the Bank accounts section that lists bank accounts of the organisation you have selected out of your Xero organisations.

    To do so, click the Accounting item in the upper menu, then select the Bank accounts in the menu that opens, or open the https://go.xero.com/Bank/BankAccounts.aspx link.

  2. Open the window for adding a new bank account by clicking Add Bank Account.
  3. Specify the appropriate parameters according to the instructions in the Xero interface and save changes.
  4. Make sure that the bank account has been added.

    The card of the new bank account should be shown in the Bank accounts section.

Reconciling operation data

To reconcile the operation data received from ecommpay with the operation data posted to a specific bank account:

  1. Open the Bank accounts section that lists bank accounts of your Xero organisation.

    To do so, select Accounting in the upper menu, then click Bank accounts in the menu that opens or open the https://go.xero.com/Bank/BankAccounts.aspx link.

  2. Open the card of the specific bank account that is associated with payments performed via the ecommpay platform.

    To do so, click the row with the name of the bank account in the list of accounts.

  3. If needed, in the opened card, on the Account Transactions tab, check the list of operations posted to this bank account.

    To do so, in the opened card, navigate to the Account Transactions tab.

  4. Reconcile operations in the Xero interface by comparing the information received from banks and from ecommpay.

    To do so:

    1. In the opened card of the bank account, navigate to the Reconcile tab.
    2. If needed, import bank statements in CSV format.
    3. Reconcile each operation (from the bank—located on the left side of the tab, from ecommpay—on the right) according to the recommendations on the Xero's website and confirm correct operations by clicking OK.

      The information received from the bank is displayed on the left side of the tab, and the information received from ecommpay is displayed on the right.

  5. Make sure that the information about operations is correct.

    If you find any discrepancies, contact your ecommpay account manager to investigate and resolve the differences.