Import Payments from Xero to Vega

Overview

Import income transactions from Xero into Vega to either:

Match imported transactions to existing payments.
Create new payments from transactions that do not already exist.

This allows payments received in Xero to be brought into Vega for receipting, reporting and donor management.

⭐ Before you begin

Before importing payments, ensure you have:

Connected your Vega organisation to Xero.
Imported your Xero bank accounts.
Imported your Xero GL Codes.

For setup instructions, refer to the Xero integration articles.

Connect to MYOB, Import GL Codes from MYOB and Import Bank Accounts from MYOB

Import transactions

Navigate to:

Money → Bank Transactions

You will see two available options:

Import Latest Transactions
View Cross References

Import Latest Transactions

Select:

the required Date Range
the connected Xero organisation
whether to Include Accounts Receivable Payments

Then select Import Transactions.

Include Accounts Receivable Payments

When enabled, Vega imports:

Received Money transactions
Paid Accounts Receivable invoices

If left unticked, only Received Money transactions are imported.

Note

Payments that were originally posted from Vega to Xero are automatically excluded from the import to prevent duplicates.

Contact Matching

Finding a transaction or contact:

Create the batch

Transactions marked Approved (green tick) will be included when you select:

Create Batch From Approved Transactions

Matched payments are updated and added to the batch.

New transactions are created as new payments and added to the same batch.

Batch defaults

When creating the batch you can specify:

Batch
Campaign
Receipt Document
GL Code (Category)

All new payments created during the import will use these defaults.

Importing different campaigns

Because every approved transaction is imported into a single batch, you may wish to complete multiple imports.

For example:

Import all Regular Giving transactions into a batch using your Regular Giving campaign.
Refresh the import.
Import appeal donations into a second batch using a different campaign and receipt document.

This makes it easy to apply different batch defaults to different groups of payments.

Tip

You can remove transactions from the import list before creating the batch if you want to process them in separate batches.

Important

Do not import payment gateway settlement deposits that already exist in Vega.

For example, Stripe settlement deposits should not be imported, as the individual donor payments have already been created through your Vega donation forms.

Importing these deposits would create duplicate payments.

What gets updated?

Field	New Payment	Matched Payment
Batch	Added to selected batch as API Import [MonthYear] Existing batch within 4 months can be chosen	Added to selected batch as API Import [MonthYear] Existing batch within 4 months can be chosen
Campaign	Uses selected batch default	Existing campaign retained
Receipt Document	Uses selected batch default	Existing receipt document retained
GL Code	Uses selected batch default	Existing GL Code retained
Pay Date	Imported from Xero	Updated from Xero if different
Pay Amount	Imported from Xero	Updated from Xero if different
Payment Details	Imported from Xero	Existing reference retained
Pay Type	Direct Credit	Existing pay type retained
Receipt Number	Generated according to Financial Settings (where applicable)	Existing receipt retained
Payment Status	Posted	Posted

Please view the screen recording below to see the whole process detailed above:

View Existing Transactions

Select View Existing Transactions to display imported Xero transactions that have not yet been processed.

From here you can:

match contacts
match payments
create new payments
create a batch

All matching options work exactly the same as when importing new transactions.

View Cross References

Select View Cross References to see every saved contact match between Xero and Vega.

A single Vega contact can have multiple saved matches.

For example, a donor may:

make recurring donations using one bank reference
make appeal donations using a different reference

Both references can be saved against the same Vega contact.

The grid displays:

Vega ID
Contact name
Xero payment name
Xero payment reference
Active or inactive status
Recently added or modified matches

If an inactive contact is still being matched, review the entry and select Remove if the cross-reference is no longer required.

Tip

Regularly reviewing your cross-references helps maintain accurate automatic matching, particularly after contacts have been merged or made inactive.

“Some content in this article may have been developed with the assistance of AI tools and reviewed by staff.”

Key Icon	Explanation
	A contact is matched using the following order: Previously saved cross-reference Xero payment reference = Vega ID Xero payment name = Vega account name Xero payment reference = Vega account name Xero payment reference = Vega email address The first successful match is used. For example, if the payment reference matches a Vega ID, that contact will be selected even if the account name also matches another contact. Inactive contacts Only previously saved cross-references will match inactive contacts. New matches are created only for active contacts. Whenever Vega creates a new contact match, it is automatically saved as a cross-reference for future imports.
	A payment match occurs when: the contact has already been matched the payment amount matches (rounded to the nearest dollar) the payment date is within ±5 days If multiple contacts could match but only one contains a matching payment, Vega will automatically use that payment.
	If no payment is matched, select Find Transaction. The search: initially uses the imported date range searches for payments with the same amount expands to all payment amounts if no suitable match is found Finding or creating a contact Select Find Person to: search for an existing contact create a new contact A pop-up window will appear allowing you to complete either action.

Articles in this section

Overview

⭐ Before you begin

Import transactions