Getting Started

XERO

This outlines the information and steps that are needed to familiarise oneself with, before and during the implementation of the XERO GL Interface in Back Office.

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.

Steps To Follow      ▼

• To Be Considered
• What Is It?

• What Is Required?

• When Testing ...
  • Ensure the steps outlined in What Is Required? have been completed.
  • Obtain a depersonalised backup copy of the Venue's swiftpos database and restore it in a test environment.
  • Obtain a copy of the Venue's Chart of Accounts (COA) as exported in CSV form from XERO. Refer to How To Export The Chart Of Accounts for more information.
  • Login/Sign up for a 30 day free trial of XERO and create an Organisation (business) in XERO representing the Venue. Refer to How To Signup For A 30 day Free Trial In XERO for more information.
  • Import the Venue's exported COA (CSV file) into the Test XERO Trial organisation created for Testing (Refer to What Is Required? for more information). Refer to How To Import The Chart Of Accounts into XERO for more information.
  • For each swiftpos Location Group that will be exporting data to XERO, ensure the Location Groups have been added and configured to connect to XERO. Refer to How To Add And Configure A Location Group To Connect To XERO for more information.
  • Import the COA into swiftpos for each of the Location Groups listed. Refer to How To Import The Chart Of Accounts Into SwiftPOS for more information.
  • Assign/Map the imported XERO Accounts to swiftpos Location/Media, Location/Master Group combinations and Locations. Refer to How To Assign/Map XERO Accounts for more information.
  • Export Sale, Stock Movement, Supplier Invoice and Terminal Cash Off Variance related data to XERO. Ensure both the manual and automatic (via the End of Day process) export of data are tested. Refer to How To Export From swiftpos Into XERO for more information.
• When Going Live ...
  • Ensure the steps outlined in What Is Required? have been completed.
  • Ensure a backup is made of both the swiftpos and XERO environments.
  • For each swiftpos Location Group that will be exporting data to XERO, ensure the Location Groups have been added and configured to connect to XERO. Refer to How To Add And Configure A Location Group To Connect To XERO for more information.
  • Import the COA into swiftpos for each of the Location Groups listed. Refer to How To Import The Chart Of Accounts Into SwiftPOS for more information.
  • Assign/Map the imported XERO Accounts to swiftpos Location/Media, Location/Master Group combinations and Locations. Refer to How To Assign/Map XERO Accounts for more information.
  • Export Sale, Stock Movement, Supplier Invoice and Terminal Cash Off Variance related data to XERO. Ensure both the manual and automatic (via the End of Day process) export of data are tested. Refer to How To Export From swiftpos Into XERO for more information.

What Is Required?      ▲ ▼

It is highly recommended that the setup and configuration of swiftpos XERO export interface is done in Test environments initially. That is, test environments for both swiftpos and XERO (Refer to How To Signup For A 30 day Free Trial In XERO for more information).

• In XERO
  • For Venues that are contemplating using XERO for the first time and are wanting to make use of swiftpos XERO Interface, ensure the following is addressed:
    • XERO Registration - Venues will need to be registered to use the XERO Accounting platform. That is they will need to have a XERO Account. There is also the option available to Login/Sign up for a 30 day free trial. This option is very useful when it comes to testing the swiftpos XERO interface using a copy of the Venue's swiftpos database in a test environment. Refer to How To Signup For A 30 day Free Trial In XERO for more information.
    • XERO API - Venues will need to ensure they have configured an APP in XERO in order to be able to establish a connection to XERO's API. Refer to How To Create A XERO App For An API Connection for more information.
    • Chart of Accounts (COA) - Venues may need to enlist the assistance/expertise of an accountant to ensure that in XERO, all Accounts are correct and appropriately configured for the Venue. Refer to XERO Articles on the Chart Of Accounts for more information.
      • Once the COA has been configured, an export of it will need to be obtained, in order to import into the XERO Test environment. Refer to How To Export The Chart Of Accounts for more information.

• In SwiftPOS
  • SwiftPOS Registration - Venues will need to be registered for the swiftpos XERO GL interface for access to this feature. Email registrations@swiftpos.com.au to obtain the appropriate registration.
  • For Venues using XERO for the first time and for Venues already using XERO, and wanting to now make use of the swiftpos XERO interface, ensure the following is configured:
    • Ensure that the Post Financial Data option is selected for those Locations for which General Journal, Supplier Invoice and/or Terminal Cash Off related data is to be exported.

• In swiftpos continued ...
  • For Venues wanting to post Member Discounts to a separate GL Expense account, they will need to ensure the following:
    • A Discount Expense Media is configured against the required Classifications in Member Classifications.
    • For the Media(s), selected when configuring the Discount Expense Media above, ensure the same Media(s) are appropriately mapped to the correct XERO Account in the Media Clearing Accounts tab in the Settings screen.

End of article.      ▲