A2X Payout Monitoring and Xero Reconciliation Alert System (Zapier)

1. **Log in to Zapier** and click 'Create Zap'. 2. **Set up Trigger**: Search for 'A2X'. Select the trigger event 'New Settlement/Payout Finalized'. Connect your A2X account using your API key from A2X Settings. 3. **Add a Filter Step**: Use 'Filter by Zapier'. Set the condition to only continue if 'Status' text exactly matches 'Posted'. This ensures you only process completed financial data. 4. **Add Formatter (Optional)**: Use 'Formatter by Zapier' > 'Numbers' > 'Spreadsheet-Style Formula' to calculate Net Revenue (Gross Sales minus Fees) if you need a custom verification total. 5. **Connect Xero Action**: Choose 'Xero' as the Action app. Select 'Find Invoice'. Search by the 'Settlement ID' provided by A2X to ensure the record exists in Xero. 6. **Logic Split (Paths)**: Use 'Paths by Zapier'. Path A: If Invoice Found, send a Slack message to the #finance channel with the link to the Xero invoice. Path B: If Invoice NOT Found, trigger an urgent notification. 7. **Map Data Fields**: In the Slack/Email action, map the 'Total Amount', 'Tax Amount', and 'Marketplace Name' from the A2X trigger step. 8. **Create Error Handling**: Click the '+' icon after the A2X trigger and select 'Never Finish' or use the 'Always Run' feature on a specific path to catch 'Failed' payout statuses from A2X. 9. **Test the Zap**: Use a recent payout from A2X in 'Test Mode'. Verify the data flows into the Zapier Task History correctly. 10. **Publish**: Turn on the Zap and name it 'A2X to Xero Reconciliation Guard'.

| A2X Source Field | Xero Target Field | Type | Zapier Transformation | | :--- | :--- | :--- | :--- | | Settlement ID | Reference / Invoice Number | Required | None (Direct Map) | | Gross Sales | Line Item Amount | Required | Formatter: Currency Clean | | Total Fees | Line Item Amount (Negative) | Required | Math: Multiplied by -1 | | Payout Date | Date | Required | Formatter: Date/Time (ISO to YYYY-MM-DD) | | Tax Total | Tax Amount | Required | None | | Marketplace ID | Tracking Category 1 | Optional | Lookup Table (E.g. Amazon US -> West) |

• **Rate Limiting**: Xero has a limit of 60 requests per minute. If you are bulk-syncing a year of A2X history, use 'Delay by Zapier' to stagger the tasks. • **Status Mismatch**: Ensure your A2X settings are set to 'Post as Draft' if you want this Zap to verify data before Xero 'Approves' it. • **Task Usage**: Every filter step and formatter step counts as a task. Use Zapier's 'Naming' feature for steps to keep track of complex logic. • **Polling Interval**: Depending on your Zapier plan, it may take 1-15 minutes to 'see' a new payout finalized in A2X.

- [ ] Trigger successfully pulls a 'Settlement ID' from A2X account. - [ ] Formatter correctly handles negative fee values (converts them to Xero-friendly formats). - [ ] Xero 'Find Invoice' step correctly identifies an existing payout posted by the native A2X integration. - [ ] Slack/Email notification includes the direct URL to the Xero invoice for quick access. - [ ] Zapier Task History shows 'Success' for a live payout event.