Provides an explanation for Venues either hosting single or multiple XERO Organisations in their use of XERO, and that in relation to the swiftpos XERO and XERO Pro GL Interfaces.
The content is targeted at Resellers and swiftpos Venue Administrators who have a sound knowledge of and experience with swiftpos. For further information or assistance, please contact your swiftpos Reseller or swiftpos Support.
Subjects ▼
- What Is A Single XERO Organisation?
- What Is A Multiple XERO Organisation?
- What Does XERO Support?
- What Does XERO Pro Support?
What Is A Single XERO Organisation? ▲ ▼
These are Venues that export to only one XERO Organisation, that is, all swiftpos Location Groups (Venues) are configured to connect to the same XERO Organisation.
What Is A Multiple XERO Organisation? ▲ ▼
These are Venues that export to more than one XERO Organisation, that is, all swiftpos Location Groups (Venues) are configured, and in some cases, connect to different XERO Organisations.
What Does XERO Support? ▲ ▼
The swiftpos XERO GL Interface supports both single and multiple XERO Organisations, However, when it comes to multiple XERO Organisations, it DOES NOT SUPPORT multiple Charts of Accounts (COA). That is, each XERO Organisation in XERO has it's own unique COA.
It is recommended that Venues wanting to make use of multiple COAs, request a registration for the XERO Pro GL interface.
XERO And Multiple XERO Organisations ▲ ▼If however, Venues choose to remain using the swiftpos XERO GL Interface and want to make use of multiple COAs, the they will need to ensure the following:
- Each XERO Organisation configured in XERO and to which they will be exporting, has a COA that is a complete list of ALL Accounts. That is, every Account for all the XERO Organisations is setup in all of the COAs of each XERO Organisation. In short, the COA must be a complete list of all Accounts across all XERO Organisations.
- It is recommended to use archived Accounts in XERO to distinguish Accounts from one XERO Organisation from another. Accounts listed in the COA for a particular XERO Organisation (Organisation A) and relating to other XERO Organisations (Organisation B,C and D), would then be archived, to ensure they cannot be assigned/mapped when imported into swiftpos for the same XERO Organisation (Organisation A). Hence, Accounts maybe archived in one Organisation, but are active in another. The Accounts listed in the Accounts tab can have one of the following statuses:
- Active - Indicates the Account is currently active in the COA of the Location Group (Venue) that was last imported. These Accounts CAN be used in the Account assignment/mapping tabs.
- Archived - Indicates the Account is currently archived in the COA of the Location Group (Venue) that was last imported. These accounts CANNOT be used when exporting from the same Location Group (Venue). However, these Accounts CAN be used in the Account assignment/mapping tabs, as they may be Active in the COAs of other Location Groups (Venues) that are configured in other XERO Organisations. Refer to the warning prompt for more information.
- It is recommended to use archived Accounts in XERO to distinguish Accounts from one XERO Organisation from another. Accounts listed in the COA for a particular XERO Organisation (Organisation A) and relating to other XERO Organisations (Organisation B,C and D), would then be archived, to ensure they cannot be assigned/mapped when imported into swiftpos for the same XERO Organisation (Organisation A). Hence, Accounts maybe archived in one Organisation, but are active in another. The Accounts listed in the Accounts tab can have one of the following statuses:
Notes...
When the SAME XERO Account is configured in different XERO Organisations, it must have the same properties in each Organisation (for example: TaxType) otherwise this may generate errors. Great care and consideration should be taken when setting up XERO in swiftpos Back Office to support multiple XERO Organisations. We highly recommend that the setup is thoroughly tested prior to implementation. Also, with regards to the EOD process and multiple XERO Organisations, the XERO Export will cycle through each of the Location Groups (Venues) configured and establish a connection to their preferred XERO Organisation and then commence the export of the required journals.
- Once the above has been configured in XERO, then the COA will need to be imported into SwiftPOS. The status of an Account in the Accounts tab will be a reflection of the last imported Organisations's COA. Refer to How To Import The Chart Of Accounts Into SwiftPOS for more information.
- Once the COA has been imported, then it will be incumbent on Venues to ensure that the Account assignment/mapping of the XERO Accounts is carefully undertaken to ensure that the correct Accounts are mapped to the correct Location Groups (Venues).
Each time a change is made to anyone of the COAs in any one of the XERO Organisations, this will need to be duplicated to the other XERO Organisations and the importing and assigning/mapping activities (outlined above) will need to be done again.
As can be seen the above is somewhat of an onerous task and can be prone to the exports failing to complete correctly. Again, It is recommended that Venues wanting to make use of multiple COAs, request a registration for the XERO Pro GL interface.
What Does XERO Pro Support? ▲ ▼
The swiftpos XERO Pro GL Interface supports both single and multiple XERO Organisations, as well as multiple Charts of Accounts (COA). That is, each XERO Organisation in XERO has it's own unique COA.
End of article. ▲