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.

A single Xero transaction can be made up of multiple lines coded to different GL codes (for example, a $20 donation line plus a $100 Membership payment). Vega imports these as separate staged lines but tracks that they belong to the same Xero transaction.

Contact Matching

Finding a transaction or contact:

Transaction match options

When matching, Vega checks two things against the existing Vega payments:

Each line's own amount, individually
The combined total of all lines in the transaction

A match can succeed either way — whichever one lines up with an existing payment.

Grouped - Every line in a split transaction matched to the same existing Vega payment (either because the combined total matched, or because each line matched a distribution). These are treated as one payment and shown as a single merged row in the grid.

Individual - Each line matched, but to different existing Vega payments. These are left as separate payments — no action needed.

Needs review - Some lines in the transaction matched an existing payment, but at least one didn't. The row is flagged so you can decide what action should be taken. Select Combine on the unmatched line to apply the same match as its matched sibling line(s). Once every line in the transaction points to the same payment, it becomes Grouped and is approved for import.

Distribution mismatch - The existing payment's distribution breakdown doesn't fully line up with what's coming in from Xero; this could be a difference in the number of distribution lines or GL codes assigned to each. These are highlighted for review so a user can confirm the match is correct. If selected for import, the existing matched transaction will be updated to reflect the distributions coming from the Xero payment.

Amount difference - The match relied on the $25 rounding tolerance rather than an exact amount. These are highlighted to allow the user to easily identify and check these matches as they will still be imported.

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	Updated from Xero if it is included in the import
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 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 (with a ± $25 tolerance) 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