Once you have setup your OFX platform to Xero, all new transactions (transactions that occurred before the integration was live will not be synced) will be synced automatically at the appropriate time. On your first transaction for a currency the Bank Account will be created in Xero:

 

Expenses Xero Sync

Expense Management Lifecycle

OFX Card transactions and Expenses uploaded to the platform follow an Expense Management lifecycle before they are synced to Xero. This lifecycle requires the Expenses to have their Account, Tax codes, receipts attached before being Submitted. After submission there is an optional Approval process after which if accepted the Expense will be sent to Xero. This will create a Bill in Xero’s system and a corresponding payment onto that Bill. 

 

Expense Sync Timing Difference

This lifecycle creates an expected timing difference between your account balance in the OFX platform which reflects spent money on OFX cards instantaneously vs in Xero where the spent money is only reflected at the end of the Expense Management lifecycle.

 

Expense Statuses

The Status of an Expense in the Status Column is defined below:

• Pending: These charges have not been confirmed by the merchant and can sometimes change or be refunded. You can add in accounting information and attachments but you can not Submit until it has been Settled by the merchant. This status is only relevant for OFX card expenses.

• Draft: These expenses are ready for data input, review and submission by the relevant employee. Changes to the Expense can only be done in this state as once Submitted if changes to input data are required the expense will need to be returned to Draft to edit.

• Needs approval: Expenses here go through any optional Approval Policies and review.

• Sending: After the expense is Submitted and Approved it is synced to Xero which might take a few minutes.

• Failed: From time to time Expenses will encounter some issues being synced to Xero. You can review the cause of the issues and attempt to rectify it and try to reSubmit which will attempt to sync the Expense again.

• Sent: Expense has been synced successfully to Xero.