This outlines the information and steps that are needed to familiarise oneself with, before and during the implementation of the XERO Pro 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 ▼
- What Is It?
- To Be Considered
- What Is Required?
- When Testing ...
- Ensure the steps outlined in What Is Required? have been completed.
- When Testing the Interface in a Test environment, in addition to the steps outlined for the XERO GL Interface, do as follows:
- In the XERO Test environment create Tracking Categories to mirror what the Venue already has configured in XERO, or is intending to configure. Refer to XERO Articles on Tracking Categories for more information.
- Import the Tracking Categories into swiftpos for each of the Location Groups listed in the Location Group Settings tab. Refer to How To Import The Tracking Categories Into SwiftPOS for more information.
- Assign/Map the imported XERO Tracking Categories to swiftpos Location/Media, Location/Master Group combinations and Locations. Refer to How To Assign/Map XERO Tracking Categories 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. Ensure the Tracking Categories that have been assigned/mapped are being imported into XERO with the data correctly. Refer to How To Export From swiftpos Into XERO for more information.
- Refer Here for an example of a Supplier Invoice imported into XERO with Tracking Category information included.
- When Going Live ...
- In addition to the steps outlined for the XERO GL Interface, do as follows:
- Ensure the steps outlined in What Is Required? have been completed.
- In the XERO Test environment create Tracking Categories to mirror what the Venue already has configured in XERO, or is intending to configure. Refer to XERO Articles on Tracking Categories for more information.
- Import the Tracking Categories into swiftpos for each of the Location Groups listed in the Location Group Settings tab. Refer to How To Import The Chart Of Tracking Categories Into SwiftPOS for more information.
- Ensure all the Tracking Categories have been assigned/mapped in the Account assignment/mapping tabs* where appropriate to swiftpos Location/Media, Location/Master Group combinations and Locations. Refer to How To Assign/Map XERO Tracking Categories 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. Ensure the Tracking Categories, that have been assigned/mapped, are being imported into XERO with the data correctly. Refer to How To Export From swiftpos Into XERO for more information.
- Refer Here for an example of a Supplier Invoice imported into XERO with Tracking Category information included.
- In addition to the steps outlined for the XERO GL Interface, do as follows:
Notes...
The first time the XERO Export runs successfully as part of the End of Day process, all Transactions that are NOT flagged as Exported, will be exported and uploaded into XERO. This will mean that immediately after the EOD has processed, there should not be any Trading Dates available for export, when viewed in the Export screen, for each of the Location Groups (Venues) that have the XERO Export option selected in the End of Day Options screen.
* It may be necessary to enlist the assistance/expertise of an accountant to ensure that in XERO, all Tracking Categories are correct and appropriately configured for the Venue. Also, that all Tracking Category assignments/mappings are done in the Account assignment/mapping tabs are correct.
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 addition to completing the steps outlined in the XERO Pre-Requisites (where applicable), ensure the following steps are also completed.
- In XERO
- For Venues that are contemplating using XERO for the first time and are wanting to make use of XERO Integration in SwiftPOS:
- 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 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 Pro 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.
- Chart of Accounts (COA) - Venues will need to enlist the services of an Accountant to ensure that their COA in XERO, is setup up and configured appropriately. Refer to XERO Articles on the Chart Of Accounts for more information.
- For Venues that are contemplating using XERO for the first time and are wanting to make use of XERO Integration in SwiftPOS:
- In SwiftPOS
- For Venues using XERO for the first time and for Venues already using XERO, and wanting to now make use of the swiftpos XERO Pro interface, the following applies:
- SwiftPOS Registration - Venues will need to be registered for the swiftpos XERO Pro GL interface for access to this feature. Email registrations@swiftpos.com.au to obtain the appropriate registration.
- For Venues upgrading to swiftpos v10.62+ refer to Upgrade Instructions for swiftpos XERO Pro GL Interface for more information.
- For Venues using XERO for the first time and for Venues already using XERO, and wanting to now make use of the swiftpos XERO Pro 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.
- For Venues using XERO for the first time and for Venues already using XERO, and wanting to now make use of the swiftpos XERO Pro interface, the following applies:
Notes...
This does NOT apply to Inventory/Stock transfers between Locations. These will always be exported regardless of the whether this option is selected or not.
- In swiftpos continued ...
- For Venues using XERO for the first time and for Venues already using XERO, and wanting to now make use of the swiftpos XERO Pro interface, the following applies:
- For Venues wanting to make use of XERO's Tracking Categories, then ensure Tracking Categories have been configured in XERO*. Refer to XERO Articles on Tracking Categories for more information.
- For Venues using XERO for the first time and for Venues already using XERO, and wanting to now make use of the swiftpos XERO Pro interface, the following applies:
* It may be necessary to enlist the assistance/expertise of an accountant to ensure that in XERO, all Tracking Categories are correct and appropriately configured for the Venue. Also, that all Tracking Category assignments/mappings are done in the Account assignment/mapping tabs are correct.
End of article. ▲