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This help guide is designed to assist users in configuring the Xero Practice Manager (XPM) Job Linking feature. The integration between XBert and XPM allows mapping XBert processes to XPM Job Tasks Templates. By setting up the correct mapping, XBert can automatically find the XPM job for the client and auto-link it. Configuring this feature will enable time entries to sync seamlessly with XPM, reducing manual work and improving efficiency when using the systems.
Xero Practice Manager Job Linking is a feature that allows for seamless integration between XBert and XPM. By configuring this feature, users can map XBert processes to XPM Job Tasks Templates, enabling automatic linking between the two platforms. This results in a streamlined workflow, as time entries can easily sync with XPM without requiring additional work.
NOTE: We cache XPM data for any related actions for up to 10 minutes. This means the area is quicker, but can have "stale" data. If any XPM Jobs are updated and not flowing through to XBert, users may have to wait up to 10 minutes.
Setting up the Integration between XBert and XPM
To set up the integration between XBert and XPM, follow these steps:
Log in to your XBert account.
Navigate to the 'Settings' menu, and click on 'Integrations.'
Find the Xero Practice Manager integration, and click on 'Connect.'
Enter your XPM credentials and click 'Allow Access' to authorize the integration.
The integration is now set up. Proceed to map XBert processes to XPM Job Tasks Templates.
Mapping XBert Processes to XPM Job Tasks Templates
To map XBert processes to XPM Job Tasks Templates, follow these steps:
In XBert, navigate to the Settings menu, then Processes.
In the 'Select XPM Task' dropdown, select the corresponding XPM Job Task Template you wish to map.
Click 'Save' to complete the mapping process.
After configuring auto-linking, time entries in XBert will automatically sync with XPM. Users can easily view and manage time entries on both platforms, reducing manual work and improving overall efficiency.
Why Auto Job-Linking May Fail
XBert's auto job-link feature works by locating a single, exact match between tasks in XBert and tasks in XPM. When a match cannot be found or when multiple tasks potentially match, the system refrains from auto-linking to avoid incorrect associations. This safeguard is crucial for ensuring the accuracy of task management but may necessitate manual selection in the following scenarios:
No Match Found: The XBert task does not match any task in the linked XPM job.
Multiple Matches Found: More than one task matches the conditions, creating ambiguity. In either case, users will need to manually select the appropriate XPM job and job task.
Troubleshooting and Frequently Asked Questions
Q: I have configured auto-linking, but my time entries are not syncing with XPM. What should I do? A: Check the mapping between XBert processes and XPM Job Tasks Templates. Ensure that the correct templates are mapped and that the auto-link setting is enabled.
Q: Can I change the mapping between XBert processes and XPM Job? A: Yes, you can change this anytime and the system will detect the new mapping.- Q: Why do my XPM job and XPM job task fields remain empty in XBert? A: XBert's auto job-link feature requires finding a single, exact match between XBert tasks and XPM tasks. When either no match is found or multiple potential matches exist, the fields remain empty to prevent incorrect associations.
Q: How can I resolve issues with empty XPM job fields? A: Follow these steps:
Verify potential matches in your XPM by reviewing the tasks in the associated XPM job.
Check if the XPM task you want to link to is active and unticked (ticked tasks may not appear as options).
Use XBert's manual selection feature to assign the correct XPM job and job task.
Q: I have finished auto-linking & mapping each XBert to a XPM Job but my time entries are not getting pushed to XPM. What should I do? A: Go to the task first before starting the timer. This will ensure that the time will automatically be pushed to XPM.
Q: Can I edit my time entry in XBert and will it be updated on XPM? A: Yes, you can edit a time entry and update it in XBert anytime and this will be re-synced to XPM to reflect the new and updated time.
Q: If a task or XBert is already mapped or has been manually unmapped, will they be automatically mapped again?
A: No, it will no longer auto-map. You will need to manually map the XBert or task to the XPM job.
Q: The XBert tasks for 2024 are linked to the XPM jobs for 2024. Will the 2025 XBert tasks be automatically linked or mapped to the 2025 XPM jobs?
A: Yes. However, any 2024 roll over XBert tasks will need to be manually mapped to 2025 XPM jobs.
Proactive Tips for Avoiding Integration Issues
To minimize the occurrence of empty XPM fields and ensure smooth integration:
Regularly synchronize tasks between XBert and XPM to ensure consistency.
Ensure task descriptions are specific and align with task names in XPM to facilitate matching.
Review XPM tasks regularly to confirm they are appropriately configured for integration.