Xero
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      Subjects      ▼

       

      What Is It?      ▲ ▼

      The swiftpos XERO GL Interface is used to export swiftpos Sale, Stock Movement, Supplier Invoice and Terminal Cash Off Variance related data to XERO via the XERO API.

      Data (specifically Sales data) is exported in a consolidated form (summarised) specific to a Trading Date. This is to avoid the rapid expansion of XERO. If every individual transaction was posted into XERO from SwiftPOS, XERO would quickly expand. Especially for sites that have many POS terminals and are doing 1,000s of transactions per day.

       

      Why Is It Needed?      ▲ ▼

      The swiftpos XERO export feature supports the export of the following:

      • General Journals - All data associated with the following:
        • Sales - All Sales, Refunds, Account Charges/Payments, etc.
        • Stock Movements - All Stock Adjustments, Damages, Receipts, Returns, Transfers, Wastage and Stocktake variances.

       

      Notes...



      With regards to Account Charges/Payments, Journals will be posted in XERO to a single Debtors Account rather than to individual Debtor Accounts.

       

      • Supplier Invoices - All completed Supplier Invoices.

       

      Notes...



      The XERO API will automatically create Suppliers in XERO (when exporting Supplier Invoices) that do NOT already exist in XERO.

       

      • Terminal Cash Offs - All Cash Off Variances that have been saved/committed in the Back Office.

       

      Notes...



      Cash Offs that balance will NOT be exported.

       

      Available In?      ▲ ▼

      SwiftPOS V10+

       

      To Be Considered?      ▲ ▼

      • The XERO GL interface exports by default to the Accrual Accounting method. Cash Accounting is NOT currently supported.
      • The XERO GL Interface does NOT support multiple XERO Organisations and each having their own Charts of Accounts (COAs). Venues requiring this will need to request a registration for the XERO Pro GL interface.
      • The XERO GL Interface NOW SUPPORTS multiple Xero Organisations. However, it DOES NOT SUPPORT multiple Chart of Accounts (COAs). Refer to Single vs Multiple XERO Organisations for more information.

       

      Notes...



      A XERO App (XERO API credentials, namely Client ID, Customer Secret and Redirect URL) configured in XERO, can be used by more than one swiftpos Location Group (Venue) when establishing a connection to XERO.

       

      • It is recommended that prior to implementation, implementers familiarise them selves with the limitations of XERO, as outlined in their XERO API documentation.
      • It is recommended that all rows, in each of the Account Assignment/Mapping Tabs, be assigned/mapped to an Account or to the Exclude from Export Account.
      • Use the Exclude from Export Account (listed as the first entry in the Account drop down lists in the Account Assignment/Mapping Tabs) to ensure specific Location/Media, Location/Master Group and Location entries are excluded from being exported.

       

      Notes...



      Caution must be taken when using the Exclude from Export Account, as it can potentially result in unbalanced Journals being generated and these will NOT successfully import into XERO.

       

      • For Location Groups (Venues) that have the Track Individual Location Costs option selected, transfers between Locations will be exported, with the value of the transfer calculated based on the cost of the Products in the From Location (at the time of the Transfer).
      • DO NOT enter Credit Notes into swiftpos as negative Supplier Invoices. These DO NOT export to XERO successfully. Instead raise a Credit Note using the Credit Note Type option available when entering Supplier Invoices.
      • Any errors encountered when exporting data into XERO, can be viewed in the Event Logs > swiftpos Applications > swiftpos SQL Application.
      • Products in Non-GST Categories will be exported into XERO with an EXEMPTOUTPUT XERO Tax Type. This will ensure that both GST and GST Free sales can be posted to the same XERO Account.
      • All stock movement type transactions, for example : Stocktake, Adjustments, Receipts, Returns, Damages, etc, will be exported to XERO with the following Tax Types:
        • BASEXCLUDED for Australian sites.
        • NONE for non-Australian sites.

       

      Notes...



      This will ensure no GST is applied regardless of the XERO Account's Tax Type.

       

      • It is recommended that the export to XERO of all types of Transactions is tested. It maybe necessary to enlist the assistance/expertise of an accountant to ensure that in XERO, all Account mappings (outlined in the Setup below) are correct and that the Journals that are posted are correct.

       

      When Should It Be Used?      ▲ ▼

      Any swiftpos Venue that wants to ability to export financial transactional data to Xero and include Tracking Categories in the export.

       

      How Is It Used?      ▲ ▼

      XERO can be implemented in a Venue by following the steps outlined in GETTING STARTED.

       

      What Are The Limitations?      ▲ ▼

      To be continued ...

       

      End of article.      ▲