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Corpay One MasterCard
Corpay Mastercard & Integration with Xero
Corpay Mastercard & Integration with Xero
Sync Corpay Mastercard Transactions with Xero
Written by Beth Schwartz
Updated over a week ago

Allow Credit Card Transactions to Sync to Xero

For customers who set up the Integration prior to May 2022, to ensure that the credit card transactions are able to sync Xero, a step is required to give permission for the credit card transactions to sync to Xero.

In Corpay One, an Administrator needs to go into the Xero Integration and give permission for the integration to sync Credit Card Transactions. If the permission screen does not appear per the screenshots below, it is because this step has already been completed.

Go to Settings > Integrations > The Xero Tile > Connected > Configure

The integration application will open in a different window. The Integrations Permission screen will appear. Click on the “Allow” button.

After clicking the “Allow” button, close out of the integration window. it is not necessary to continue through the integration configuration process. The Credit Card Transactions will be able to sync once the card is used.

Getting Started

This section assumes that the credit card application is approved and the card has been issued and that the Integration is set up between Corpay One and Xero.

Creation of the Corpay Mastercard liability account in Xero

Once the credit card is in the hands of the user and if the Xero Integration is set up with Corpay One then when the first transaction is in the status of POSTED in Corpay One, the integration with Xero is automatic.

Alternatively, if the Integration is set up after the Corpay Mastercard is linked to the Corpay One account, then the Corpay Mastercard Liability account will automatically be created when the Integration set up is complete.

The Corpay Mastercard liability account is created in Xero. This is the account that all transactions and payments will sync to going forward.

Set the Opening Balance

The current balance of the Corpay Mastercard at the time of the first sync to Xero will automatically appear in the Xero Corpay Mastercard liability account as the Initial Balance

The Initial Balance from Corpay One matches the Total Account Balance of the Corpay One Mastercard.

Update Ending Balance

All subsequent transactions, once posted, will sync into the Corpay Mastercard account and the Ending Balance will update with the transaction amounts.

Transaction Sync with Xero

Each transaction on the Corpay Mastercard will sync with Xero once the transaction is in the status of Posted.

The transaction appears in Corpay One soon after the transaction is made.

Transaction details and receipts (click on the attachment icon) as they appear in Xero

A few things to note:

  • Returns - when an item is returned, a return transaction appears in Corpay One and is synced to Xero

  • Rebates, Late Fees, and Interest - Rebates and Late fees are not at a transaction level, they are at the statement level.

    • The data points for rebates and late fees are not available to Corpay One through the Fleetcor API and therefore are not accounted for at the transaction level

    • As a result, in Xero the Ending Balance will not reflect rebates and late fees reflected in the statement.

    • Research done during this project indicates that accountants are used to this process and will make the corresponding adjustments within Xero

    • An enhancement request has been made to Fleetcor to provide this data for a future enhancement in Corpay One.

  • Vendors - Merchants do not come into Corpay One as Vendors at this time. A possible future enhancement can be considered, the lift is considered high effort from the initial review.

  • Authorizations - Authorizations will be in the Total Account Balance but will not be included in the Xero balance.

Payment Method Mapping

To ensure that the Payment Sources in Corpay One use the correct corresponding GL account in the accounting system, a new feature is available to map the Bank Accounts and Credit Cards payment sources to their funding accounts. This new feature is an optional step with the Xero integration set up flow for any new integration or when configuring the integration (there is no negative impact to a customer if it is not configured within an existing integration).

If the mapping is not done within the integration, the payment source will be the default payment source initially set up in the Xero Integration set up process, if a corresponding GL account is not identified.

The payment source mapping can be done after the integration is set up and after the Corpay Mastercard is available.

Using the configure feature in the integration, the user will navigate to the new Payment Method Mapping feature. Payment accounts appear in the drop down (pulled from Xero).

The Payment Method includes all Payment Sources as defined in Corpay One

The user maps the corresponding GL accounts, which may be named slightly differently to ensure the correct accounts are used.

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