How to update Xero from Excel

The CData Excel Add-In for Xero enables you to edit and save Xero data directly from Excel. This article explains how to transfer data from Excel to Xero. This technique is useful if you want to work on Xero data in Excel and update changes, or if you have a whole spreadsheet you want to import into Xero. In this example, you will use the Items table; however, the same process will work for any table that can be retrieved by the CData Excel Add-In.

Getting Started

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Establish a Connection

If you have not already done so, create a new Xero connection by clicking From Xero on the ribbon.

To connect, set the Schema connection property in addition to any authentication values. Xero offers authentication for private applications, public applications, and partner applications. Set the XeroAppAuthentication property to PUBLIC, PRIVATE, or PARTNER, depending on the type of application configured. To connect from a private application, you will additionally need to set the OAuthAccessToken, OAuthClientId, OAuthClientSecret, CertificateStoreType, CertificateStore, and CertificateStorePassword.

To connect from a public or partner application, you can use the embedded OAuthClientId, OAuthClientSecret, and CallbackURL, or you can register an app to obtain your own OAuth values.

See the "Getting Started" chapter of the help documentation for a guide to authenticating to Xero.

Retrieve Data from Xero

To insert data into Xero, you will first need to retrieve data from the Xero table you want to add to. This links the Excel spreadsheet to the Xero table selected: After you retrieve data, any changes you make to the data are highlighted in red.

1. Click the From Xero button on the CData ribbon. The Data Selection wizard is displayed.
2. In the Table or View menu, select the Items table.
3. In the Maximum Rows menu, select the number of rows you want to retrieve. If you want to insert rows, you need to retrieve only one row. The Query box will then display the SQL query that corresponds to your request.
4. In the Sheet Name box, enter the name for the sheet that will be populated. By default the add-in will create a new sheet with the name of the table.

Insert Rows to Xero

After retrieving data, you can add data from an existing spreadsheet in Excel.

1. In a cell after the last row, enter a formula referencing the corresponding cell from the other spreadsheet; for example, . 👁 A local copy of a table. One row will be inserted. (QuickBooks is shown.)
   
2. After using a formula to reference the cells you want to add to Xero, select the cells that you are inserting data into and drag the formula down as far as needed. The referenced values you want to add will be displayed on the Items sheet. 👁 The range of changes to update. (QuickBooks is shown.)
   
3. Highlight the rows you want to insert and click the Update Rows button.

As each row is inserted, the Id value will appear in the Id column and the row's text will change to black, indicating that the record has been inserted.