Integrating with Xero
GL Code Setup
Prior to exporting invoices to Xero, you may wish to set the default GL Code for your Suppliers. This enables a streamlined export process wherein the nominated GL Code is selected and applied when transferring your approved invoices to Xero. Two main methods for applying these default exist; by Supplier and by Line Item.
Tip: If your database consists of multiple Outlets, GL Code details will be automatically retrieved from parent Outlets. This enables the below GL Code methods to apply default values from your Mid- or Corporate-Level Outlets unless otherwise specified.
Default Supplier GL Code
To apply a default GL Code across all of a Supplier's stock items, navigate to your Address Book under the Admin page:
Select your desired Supplier from the list provided and open the Supplier Settings tab:
Click image to enlargeEnter your desired GL Code under the Default Account Code field. Your changes will be automatically applied. If required, repeat this process for any other Suppliers you wish to update.
Please Note: This default GL Code will only apply to stock items which are Food/Beverage/Default enabled. Stock items which do not fall within this category must be directed to a specific GL Code manually when exporting an invoice which contains them. Alternatively, please see Individual GL Codes below to specify individual GL Codes to bypass this requirement.
Individual GL Codes
Should you wish to customise the GL Code assigned to individual stocks, this can be accommodated by enabling the Stock Maintenance - GL Code column. To enable this column, expand the Admin heading and navigate to the Settings page:
Under the Main Settings tab, scroll down to locate the Grid Settings button:
Click image to enlargeEnable the Stock Maintenance - GL Code column and click Save Setting to apply:
Click image to enlargeThis column will now be visible when viewing your stock items under the Stock Browser window. This is the window that appears wherever stock can be selected and edited, such as under the Stock Maintenance page. Any individually supplied GL Code for your stock items will take precedence when exporting to Xero.
Connecting to Xero
To allow the transfer of invoices and other functionality, begin by connecting to Xero. This connection can be established by attempting any function on the Xero Integration page, such as by clicking Transfer Invoice, Set Tracking Category, or Check Exporting Status.
Once you have selected an applicable function, you will be prompted to connect. Click the Connect to Xero button, and the Xero login page will then be displayed:
Log in to your Xero account using your Xero credentials and select the desired Xero organisation. Provide the platform with access to your Xero organisation when prompted.
The Xero login page will then be closed automatically and a notification advising the connection was successful will be displayed. Click Continue to proceed and the intended function you had selected earlier will then be performed.
Xero Settings
Set Tracking Category
Returns a list of your available Tracking Categories from the selected Xero organisation for automatic association. You may select one Category Option under a maximum of two Tracking Categories from the list provided and click Select to apply your preference:
Any exported invoices thereafter will be automatically assigned the noted Tracking Categories.
Mark as Exported
This marks the selected invoices as Exported to the selected Xero organisation. Use this feature to allow the system to recognise that an invoice has been exported to your accounting package without actually exporting it. This function is often used when an invoice has already been entered into your accounting package and was not sent via our platform.
Check Exporting Status
Searches the selected invoices in the connected Xero organisation to determine whether they have been exported. Once checked, the Exported field will display information regarding whether the selected invoices already exist within Xero. The name of the corresponding Xero Supplier will be shown in brackets, if available:
Show Exported Invoices
Returns a full list of all invoices that have been exported (or marked as exported) to Xero. Click this button again to hide all exported invoices.
Transferring an Invoice
1. Select Invoices to Transfer
Begin by using the checkboxes provided to select the invoices you intend to transfer:
Click image to enlarge2. Connect to Xero
Click the Transfer Invoice button and follow the prompts to connect to Xero (if you haven't already) and allow access to the platform. If you have already connected, simply click Continue when prompted:
3. Select an Account
To begin exporting, select the appropriate Account under the respective Class from the list provided. Once you have selected the required Account, click Continue:
Click image to enlarge
Please Note: Suppliers that have a Default Account Code will be automatically assigned to their nominated Account. If you selected invoices from a range of Suppliers, the Account you select at this stage will only apply to Suppliers with no specified Default Account Code. If all selected Suppliers have a Default Account Code, this step will be skipped.
All corresponding line items from the selected invoices will be recorded under the nominated Account unless the line items have GL Codes directly assigned.
4. Select corresponding Xero Supplier
Match the Supplier for each invoice will a corresponding Xero Supplier on the right by using the drop-down provided:
Click image to enlarge
Please Note: If you wish for all line items from each selected invoice to be combined into a single Food/Beverage/Default related item, tick the checkbox under the Combine Items column.
5. Manage Non-Food/Beverage/Default Items
If any of the selected invoices contains any Non-Food/Beverage/Default items (description is dependent on the platform used), you will be prompted to select a Xero Account for those items:
Click image to enlargeSelect your desired option for these items, noting that you can combine them all into a single Account, or individually specify an Account for each applicable item.
6. Export to Xero
Once your Suppliers have been matched and any Non-Food/Beverage/Default items have been managed, click Continue to begin exporting. Take note of the progress of each individual invoice. Once the exporting process has concluded, click Finish to close the export window:
Click image to enlargeYour transferred invoices will then appear within Xero as a draft bill. Any PDF attachments will also be displayed in Xero for each corresponding invoice.
Disconnecting from Xero
To remove your connection to Xero, click the Disconnect from Xero button:
This will allow you to safely close the window or otherwise re-connect to a different Xero organisation if required. A notification will be displayed confirming the connection has been removed.