Automated Financial Audit Trail & Discrepancy Alert for Amazon/Shopify (Zapier)

1. **Log in to Zapier** and click 'Create Zap'. Name it 'A2X to Xero: High-Integrity Financial Sync'. 2. **Trigger Step**: Search for the **A2X** app. Select the trigger event 'Settlement Posted to Accounting'. Connect your A2X account via API Key (found in A2X Settings > History). 3. **Test Trigger**: Fetch a recent A2X settlement to use as sample data. Ensure fields like 'Total Net Payout' and 'Gross Sales' are visible. 4. **Action Step (Formatter)**: Add 'Formatter by Zapier'. Choose 'Numbers' and the 'Perform Math Operation' transform. This will calculate 1% of the 'Total Net Payout' to set your discrepancy threshold for later logic. 5. **Action Step (Xero Connection)**: Search for the **Xero** app. Choose 'Create Manual Journal'. Connect your Xero Organization using OAuth 2.0 (ensure you have Standard or Adviser permissions). 6. **Data Mapping (Journal)**: Map the 'Total Sales' from A2X to your Xero Sales Account and 'Fees' to your Expense Account. Set 'Status' to 'Draft' to allow for final human review before posting. 7. **Add a Path (Path by Zapier)**: Add a logic split. - **Path A (Matches):** If 'A2X Net Payout' matches the Xero bank statement line within your threshold. - **Path B (Manual Review):** If the data shows a variance larger than 1%. 8. **Path A Action**: Use the 'Xero: Upload File' action. Take the Public URL of the A2X settlement report and send it directly to the Xero Inbox associated with the journal. 9. **Path B Action**: Search for **Slack**. Select 'Send Channel Message'. Tag your bookkeeper and include the A2X Settlement ID and the variance amount for urgent investigation. 10. **Duplicate Prevention**: In the Xero step, use the A2X 'Settlement ID' as the 'Journal Reference'. Zapier/Xero will flag this if you attempt to post the same ID twice.

| A2X Field | Xero Destination Field | Transformation/Logic | Required? | | :--- | :--- | :--- | :--- | | `Settlement ID` | Reference | None (Identifier) | Yes | | `Total Net Payout` | Journal Line (Credit) | Formatter: Convert to Absolute Number | Yes | | `Gross Sales` | Journal Line (Debit) | Map to Account [200] Sales | Yes | | `Marketplace Fees` | Journal Line (Debit) | Map to Account [400] Fees | Yes | | `Tax Collected` | Journal Line | Map to Sales Tax Liability | Optional | | `A2X Report URL` | File Upload URL | Pass-through to Xero Inbox | Optional |

* **Task Usage:** Each line item in an A2X settlement can consume a task if not handled as a single summarized object. Use A2X's 'Summary' trigger to minimize Zapier task costs. * **Xero Rate Limits:** Xero limits API calls to 60 requests per minute. If you are syncing 100+ daily settlements across multiple stores, add a 'Delay by Zapier' step (2-3 seconds) to avoid 429 error codes. * **Currency Mismatch:** If your A2X account is in USD but your Xero bank account is in GBP, the Zap will fail. Use 'Formatter by Zapier' to apply a currency conversion rate before the Xero step. * **Draft vs. Posted:** Always set Xero actions to 'Draft'. If a Zap maps data incorrectly to 'Posted', it is much harder to delete/reverse in Xero.

- [ ] **Run a Test Event:** Use the 'Test Step' in Zapier and verify a 'Draft' journal appears in Xero under Advising > Manual Journals. - [ ] **Check Reference Mapping:** Ensure the A2X Settlement ID is in the Reference field to prevent duplicates. - [ ] **Verify Discrepancy Path:** Temporarily change the 'Filter' logic to 'Always True' to ensure your Slack alert formatting looks correct. - [ ] **Review Zap History:** After the first live settlement, check Zapier History to ensure no '403 Forbidden' errors occurred due to Xero session expiry.