Creating a Xero Scenario – Kantata Knowledge Base

Learn how to create a Xero scenario in M-Bridge.

Requirements

Integrations Platform: M-Bridge

User Permissions: Account Administrator (configurable)

Overview

After you create your Xero mapping tables, you can create your scenarios in M-Bridge. There are 4 pre-built scenarios available for the Xero integration:

Mavenlink Expense Reports to Xero Expense Claims—This scenario transfers expenses from Kantata OX to expense claims in Xero. Requires the Xero Users and Xero Accounts for Expense mapping tables.
Mavenlink Expense Reports to Xero Vendor Bills—This scenario syncs approved expense reports from Kantata OX to Xero as vendor bills. Requires the Xero Vendor Contacts and Xero Accounts for Expense mapping tables.
Mavenlink Invoices to Xero—This scenario syncs invoices in Kantata OX to invoices in Xero. Requires the Xero Accounts for Invoice mapping table.
Xero Lists to Mavenlink Custom Fields—This scenario syncs lists of data from Xero to Kantata OX.

How to Create a Xero Scenario

Note: To utilize Xero tracking categories in M-Bridge, you first need to set up and run the Xero Lists to Mavenlink Custom Fields scenario. This will create custom field values that contain the tracking category data in Kantata OX. After that, you can utilize these custom field values in the Expense Reports to Xero Vendor Bills and Mavenlink Invoices to Xero scenarios.

Log in to M-Bridge.
On the homepage, locate the Xero card and then click Settings.
In the top-right corner of the Xero Scenarios page, click the Add Scenario button.

Note: If you haven’t added a scenario yet, the Add Scenario button won’t appear. Instead, you’ll need to click the Add one now link under the search box.
On the Create a new Scenario page, click the Type drop-down menu and select the scenario. New fields appear.
Configure your scenario with the fields that appear in the Options section.

Note: These fields will vary depending on the scenario type you select. To see a full list of each field and its description, see the Xero Scenario Fields section of this article.
If the scenario requires a mapping set, select one in the Required Mappings section.
To add any additional mapping pairs, click Add Mapping Pair at the bottom of the table and then fill out the fields that appear.

Note: To create additional mapping pairs, you first need to set up custom fields in both Kantata OX and Xero.
Click Save Scenario.

Xero Scenario Fields

Mavenlink Expense Reports to Xero Expense Claims

This scenario transfers expenses from Kantata OX to expense claims in Xero. It requires the Xero Users and Xero Accounts for Expense mapping tables.

Field	Description
Name	Enter the scenario name.
Schedule	Select how often the scenario will run.
Service	Select the service the scenario will connect to.
Organization	Select the Xero organization the data will sync to.
Filter by Project	Select if the Kantata OX expense reports will be synced only if the projects they’re attached to match the filter criteria entered in the Project Filters field below.
Project Filters	Enter the filters that will determine which expense reports will sync if the projects they’re attached to match the entered criteria. Note: A filter consists of a query parameter followed by an = and the value (e.g. budgeted=true). Note: If entering multiple filters, be sure to separate each by with an & symbol (e.g. archived=true&only=5,6,7).
Xero Contact Custom Field	Select the Kantata OX project custom field that contains the Xero contact (i.e. Xero customer).
Create Xero Contact	Select if you would like a Xero contact to be created if the contact entered in the Xero Contact Custom Field above doesn’t match an existing one in Xero.

Mavenlink Expense Reports to Xero Vendor Bills

This scenario syncs approved expense reports from Kantata OX to Xero as vendor bills. It requires the Xero Vendor Contacts and Xero Accounts for Expense mapping tables.

Field	Description
Name	Enter the scenario name.
Schedule	Select how often the scenario will run.
Service	Select the service the scenario will connect to.
Organization	Select the Xero organization the data will sync to.
Filter by Project	Select if the Kantata OX expense reports will be synced only if the projects they’re attached to match the filter criteria entered in the Project Filters field below.
Project Filters	Enter the filters that will determine which expense reports will sync if the projects they’re attached to match the entered criteria. Note: A filter consists of a query parameter followed by an = and the value (e.g. budgeted=true). Note: If entering multiple filters, be sure to separate each by with an & symbol (e.g. archived=true&only=5,6,7).
Xero Tracking Category 1	Note: To utilize Xero tracking categories, you first need to set up and run the Xero Lists to Mavenlink Custom Fields scenario. This will create custom field values that contain the tracking category data in Kantata OX. Once the Xero Lists to Mavenlink Custom Fields scenario has run, select the first Xero tracking category that contains the data that will first sync to Kantata OX as a custom field value and then to the vendor bill in Xero.
Xero Tracking Category 2	Note: To utilize Xero tracking categories, you first need to set up and run the Xero Lists to Mavenlink Custom Fields scenario. This will create custom field values that contain the tracking category data in Kantata OX. Once the Xero Lists to Mavenlink Custom Fields scenario has run, select the second Xero tracking category that contains the data that will first sync to Kantata OX as a custom field value and then to the vendor bill in Xero.
Mavenlink Vendors To Ignore	Select the Kantata OX vendors’ expenses that will not sync to Xero.
Xero Default Status	Select the Xero status that will trigger a vendor bill to be created in Xero.
Xero Net Due Date	Select the number of days from the start date until the Xero vendor bill is due. Note: The vendor bill start date is the date the expense report was approved in Kantata OX.
Expense Billability To Sync	Select the Kantata OX expense billing type the scenario will sync: Billable Non-billable Both
Expense Types To Sync	Select the Kantata OX expense type the scenario will sync: Employee Expenses Vendor Expenses Both

Mavenlink Invoices to Xero

This scenario syncs invoices in Kantata OX to invoices in Xero. It requires the Xero Accounts for Invoice mapping table.

Field	Description
Name	Enter the scenario name.
Schedule	Select how often the scenario will run.
Service	Select the service the scenario will connect to.
Organization	Select the Xero organization the data will sync to.
Filter by Project	Select if the Kantata OX expense reports will be synced only if the projects they’re attached to match the filter criteria entered in the Project Filters field below.
Project Filters	Enter the filters that will determine which expense reports will sync if the projects they’re attached to match the entered criteria. Note: A filter consists of a query parameter followed by an = and the value (e.g. budgeted=true). Note: If entering multiple filters, be sure to separate each by with an & symbol (e.g. archived=true&only=5,6,7).
Xero Tracking Category 1	Note: To utilize Xero tracking categories, you first need to set up and run the Xero Lists to Mavenlink Custom Fields scenario. This will create custom field values that contain the tracking category data in Kantata OX. Once the Xero Lists to Mavenlink Custom Fields scenario has run, select the first Xero tracking category that contains the data that will first sync to Kantata OX as a custom field value and then to the vendor bill in Xero.
Xero Tracking Category 2	Note: To utilize Xero tracking categories, you first need to set up and run the Xero Lists to Mavenlink Custom Fields scenario. This will create custom field values that contain the tracking category data in Kantata OX. Once the Xero Lists to Mavenlink Custom Fields scenario has run, select the second Xero tracking category that contains the data that will first sync to Kantata OX as a custom field value and then to the vendor bill in Xero
Default Xero Account Code	Select the Xero account code that will appear on the Xero invoice by default.
Xero Item Code	Select the Xero item code that will appear as an optional line item on the Xero invoice.
Rollup Time Entries By Task	Select if you want to combine all time entries attached to a Kantata OX task into a single line item on the Xero invoice.
Rollup Expenses By Task	Select if you want to combine all expenses attached to a Kantata OX task into a single line item on the Xero invoice.
Detailed Fixed Fee Items	Select if you want to include the Kantata OX fixed fee item details (e.g. Notes) in the line item description on the Xero invoice.
Custom Fields To Add Leading Text	Select the project custom field in Kantata OX that will have a prefix—which is entered in the Custom Field Value Leading Text field below—that will be added to the custom field value. Note: This Kantata OX custom fields must be mapped in this scenario's Additional Fields section in order for the prefix to be added.
Custom Field Value Leading Text	Enter the prefix that will be added to the Kantata OX project custom field value selected in the Custom Fields To Add Leading Text field above.

Xero Lists to Mavenlink Custom Fields

This scenario syncs lists of data from Xero to Kantata OX.

Field	Description
Name	Enter the scenario name.
Schedule	Select how often the scenario will run.
Service	Select the service the scenario will connect to.
Organization	Select the Xero organization the data will sync from.
Xero Suppliers Contact Group	Select the Xero suppliers Contact Group that will sync to Kantata OX as vendors.
Xero Customers Contact Group	Select the Xero customers Contact Group that will sync to Kantata OX as customers.
Mavenlink Custom Field for Customers	Select the Kantata OX project custom field that will contain the list of Xero customers entered in the Xero Customers Contact Group field above.