This document aids as a reference for golf clubs interested in integrating Xero to the DotGolf membership system (Subscriptions).

Steps for clubs integrating with Xero (optional) are marked accordingly [Xero]

To be done in Xero by you, your Xero adviser or accountant

To be done by the club

To be done by DotGolf/Scottish Golf

Scottish Golf does not support Xero directly and all direct Xero enquiries should first be directed to your Xero Support. It is recommended that Clubs use their accountant, or alternatively find a Xero adviser/consultant who can help with the migration and continual management of Xero.  Xero also has a variety of online help videos and documentation to assist with self-learning.

1. [Xero] Set up your Xero Account

Xero offer a 30-day free trial which allows you to sign up for the product and explore its functionality before purchasing the software. Xero also provide a full support library of articles and tutorials on how to use the software.

2. Identify line in the sand for the changeover date

We recommend integrating Xero at your club’s financial year end or in line with issuing new subscription invoices. This offers a much cleaner and easier transition. However, it can be integrated at any point.

The key thing to mention here is; after this date of transition, nothing should be reconciled in their old accounting system until the migration to DotGolf is complete and balanced between new and old.

<< SG WILL ENABLE XERO PRODUCT FOR CLUB >>

3. Ensure members are setup in the correct category

Ensure your membership categories are set up, with the correct line items (lockers, area fees, base subscriptions etc) and costs associated.

Ensure that your subscription categories are set to Periodic Billing and all relevant information is applied (Playing/non-playing).

4. [Xero] Create a customer in Xero called "Subscriptions".

All subscription invoices are allocated to the Subscriptions customer in Xero. Invoices are generated within DotGolf, with the membership number and name in the reference for easy find and match during reconciliation.

Do not create individual members as customers in Xero. Members are managed in DotGolf, with Xero reporting on a Subscription customer balance.

5. [Xero] Setup the item codes in Xero

Affiliation Fee and Area Levy can be separate items or combined into the Base Subscription depending on how you normally invoice for this.

Once set up in Xero you can then assign these codes to the relevant items in your DotGolf Platform via Settings, Subscription Line Items. We will do this in Step 7.

6. Integrate DotGolf & Xero

This will be carried out by Scottish Golf & the golf club, as we will require you to sign into your Xero account from the DotGolf platform to initiate the connection.

We will then link your Subscription Customer and any additional customers you may have created for payments.

7. Link Item Codes in DotGolf

Once the Connection to Xero is confirmed (You can always check this status in Settings > Invoice & Accountancy System Settings) you will be able to now link in the previous created Item Codes to the relevant items within DotGolf.

Once this is complete you are ready to begin using Xero.