Many organizations work with a curated list of suppliers stored in Xero to manage payments and track expenses. To streamline supplier tracking and ensure accurate reporting, Fyle offers two options for syncing suppliers with Xero:
Import suppliers from Xero – Maintains a predefined supplier list for employees to select while filing expenses.
Auto-Create Suppliers in Xero – Automatically adds new suppliers when unmatched merchants appear in Fyle.
Depending on your organization's needs, you can choose the import option to maintain control over supplier records or the auto-create option to dynamically expand the supplier list.
Import Suppliers from Xero
Fyle allows you to import suppliers from Xero as Merchants in Fyle. This prevents employees from creating duplicate or new supplier records, ensuring that expenses are categorized accurately when exported.
How to Enable Supplier Import
Log in to Fyle – Xero Integration using your Fyle Admin credentials.
Navigate to Configuration > Import Settings.
Enable Import Suppliers from Xero.
Save the setting.
Once enabled, all existing suppliers in Xero will be imported to Fyle as merchants and will be available for employees to select when filing expenses. Any new supplier added to Xero will also be imported automatically.
Note:
Employees cannot create new supplier records in Fyle to maintain data consistency with Xero.
If an expense is made with a supplier that does not exist in Xero, the transaction will be posted to the Default Supplier called Credit Card Misc.
Auto-Create Suppliers in Xero
If your organization prefers a more flexible approach and allows employees to enter new suppliers that don't exist in Xero, you can configure Fyle to automatically create new suppliers in Xero when a matching supplier does not exist. This ensures that expenses for new merchants are properly categorized instead of being assigned to a generic Credit Card Misc supplier.
How to Enable Auto-Creation of Suppliers
Log in to Fyle – Xero Integration using your Fyle Admin credentials.
Navigate to Configuration > Advanced Settings.
Enable Auto-Create Merchants as Suppliers.
Click Save.
With this setting enabled, any merchant added in Fyle that is not found in Xero will automatically be created as a supplier. This helps accountants generate accurate supplier-based reports and track expenses by the merchant.
Note:
This feature only works for corporate credit card expenses exported as Bank Transactions in Xero.
This option cannot be enabled simultaneously with Import suppliers from Xero, as the import option restricts employees from adding new suppliers.
Switching from Supplier Import to Auto-Creation
If you are currently importing suppliers from Xero but want to enable Auto-Create Merchants as Suppliers, you need to:
Disable Import Suppliers from Xero.
Remove all imported suppliers from Fyle:
Go to Admin Settings in Fyle.
Navigate to Organization > Merchants.
Bulk-select all merchants and click on Delete
Once the imported supplier records are removed, employees can add new merchants when filing expenses, and unmatched suppliers will be auto-created in Xero.
If your organization wants strict control over supplier records, use Import Suppliers from Xero. If you prefer automated supplier creation for ease of tracking, enable Auto-Create Merchants as Suppliers instead.
For further assistance, contact us at [email protected].