Sync Data From Xero to DreamzCMMS and Vice Versa

Dream CMMS integrates with Xero to enable seamless data exchange between maintenance operations and financial management. It walks through the end-to-end synchronization process, including chart of accounts, tax configurations, items, vendors, customers, invoices, and payments. The session highlights which components follow one-way synchronization and which support two-way syncing, ensuring accurate accounting, real-time inventory updates, and consistent financial records across both platforms. By the end of this training, users will understand how transactions created in Dream CMMS and Xero remain fully aligned, enabling efficient operational and financial workflows.

Here is a reference video:

Xero Integration with Dream CMMS

1. Connect Xero with Dream CMMS

1. Log in to Dream CMMS.

2. Navigate to System Configuration → Xero Settings.

3. Create a Xero Developer App from your Xero account.

4. Copy the Client ID, Client Secret, and Scope from Xero.

5. Paste these details into Dream CMMS.

6. Click Test Connection to verify the integration.

2. Sync Chart of Accounts (COA) – One-Way Sync

1. In Dream CMMS, go to Xero Sync Settings.

2. Click Sync under Chart of Accounts.

3. Select Xero → Dream CMMS.

4. Confirm the sync.

5. All COA records from Xero will be synced into Dream CMMS.

6. Verify the synced accounts under:

   • Journal Debit Account

   • Journal Credit Account

   • Sales Detail Account Code

⚠️ Note: COA sync is one-way only (Xero → Dream CMMS).

3. Create Chart of Accounts in Xero

1. Log in to xero.com.

2. Go to Accounting → Chart of Accounts.

3. Click Add Account.

4. Enter:

   • Account Type

   • Account Code

   • Account Name

   • Description

5. Click Save.

6. Return to Dream CMMS and click Sync to fetch the new account.

4. Sync Tax Configuration – One-Way Sync

1. In Xero, go to Accounting → Tax Settings.

2. Click Manual Tax Rates.

3. Select New Tax Rate.

4. Enter:

   • Tax Name (e.g., GST)

   • Tax Component and Percentage

5. Click Save.

6. In Dream CMMS, click Sync under Tax Configuration.

7. Verify tax rates under Settings → Tax Rate in Dream CMMS.

⚠️ Note: At least one tax component is mandatory in Xero.

5. Sync Items (Price Book) – Two-Way Sync

A. Sync Item from Dream CMMS to Xero

1. In Dream CMMS, go to Inventory → Price Book.

2. Click New Price Book.

3. Enter item details (e.g., name, price, accounts).

4. Click Save.

5. Go to Xero Sync Settings.

6. Click Sync and choose Dream CMMS → Xero.

7. Verify the item under Sales → Products and Services in Xero.

B. Sync Item from Xero to Dream CMMS

1. In Xero, go to Sales → Products and Services.

2. Click New Item.

3. Enter:

   • Item Code

   • Item Name

   • Cost Price

   • Purchase Account

   • Sales Price

   • Sales Account

4. Enable inventory tracking if required.

5. Click Save.

6. In Dream CMMS, click Sync and choose Xero → Dream CMMS.

7. Verify the item in the Price Book list.

6. Sync Vendors – Two-Way Sync

A. Create Vendor in Dream CMMS

1. Go to Business → Vendors.

2. Click New Business.

3. Enter vendor name and select Supplier / Manufacturer.

4. Fill mandatory fields and click Save.

5. Go to Sync Settings and click Sync.

6. Select Dream CMMS → Xero.

7. Verify the vendor under Contacts → All Contacts in Xero.

ℹ️ In Xero, vendors and customers appear as Contacts.

7. Vendor Classification in Xero

• Vendors are classified as Suppliers only after a Purchase Invoice is created.

• Customers are classified only after a Sales Invoice is created.

• Contacts created directly in Xero will not sync to Dream CMMS unless used in transactions.

8. Create and Sync Purchase Invoice

1. In Dream CMMS, go to Inventory → Purchase.

2. Click New Invoice.

3. Select the vendor.

4. Choose items from the price book.

5. Enter quantity, price, discount, and tax.

6. Click Save.

7. Verify the invoice under Purchases → Bills in Xero.

9. Create and Sync Sales Invoice

1. In Dream CMMS, go to Financials → Invoices.

2. Click New Invoice.

3. Enter invoice title.

4. Select the customer.

5. Add item details using Price Book ID.

6. Enter quantity and confirm details.

7. Click Save.

8. Verify the invoice under Sales → Invoices in Xero.

10. Record and Sync Payments

1. Open the invoice in Xero or Dream CMMS.

2. Click Add Payment.

3. Enter payment amount and select payment account.

4. Save the payment.

5. In Dream CMMS, click Sync.

6. Verify:

   • Paid Amount

   • Remaining Balance

11. Inventory Quantity Updates

1. Purchase invoices increase item quantity.

2. Sales invoices reduce item quantity.

3. Inventory levels automatically sync between both platforms.

4. Verify updated stock levels in:

   • Xero → Products and Services

   • Dream CMMS → Price Book

12. Sync Summary

• One-Way Sync: Chart of Accounts, Tax Rates

• Two-Way Sync: Items, Vendors, Customers, Invoices, Payments

• Inventory updates automatically reflect purchase and sales activity.