Released In
SwiftPOS V10.62+
Released
September 2023
Feature
Overview
The SwiftPOS XERO Pro GL Interface is fundamentally an enhanced version of the XERO GL Interface, allowing Venues to now make use of XERO’s Tracking Categories when exporting financial data. It also provides more advanced Account mapping capabilities. With the enhancement being released in SwiftPOS V10.62, XERO Pro now supports:
- Improved Tracking Category capabilities.
- Supports multiple XERO Organisations, each with a unique Chart of Accounts.
- Offers more Account assignment/mapping capabilities.
- Offers an alternative Account assignment/mapping option for the support of Periodic or Perpetual Inventory management. Namely, the Purchase Accounts tab has been added to allow Venues to now alternatively be able to assign/map XERO Accounts when exporting Supplier Invoice related data. In SwiftPOS releases previous to v10.62+, Supplier Invoice related data was exported using the assignments/mappings configured in the Inventory Accounts tab.
Notes …
On upgrading to SwiftPOS v10.62+, the Purchase Accounts tab will initially be populated with the same assignments/mappings as can be found in the Inventory Accounts tab.
These assignments/mappings can now be OPTIONALLY changed to suit the Venues Inventory management choice. That is, either Periodic or Perpetual*.
- SwiftPOS’ Draw From media has now also been included.
Upgrade Instructions
For Venues currently using XERO Pro and upgrading to SwiftPOS v10.62+, the following will need to be considered:
In XERO
- In XERO, If not already done, configure* the Tracking Categories appropriate for the Venue. Refer to XERO Articles on Tracking Categories for more information.
OPTIONAL …
Configuring Tracking Categories in XERO is OPTIONAL. Venues can choose NOT to implement Tracking Categories.
If CONFIGURED, then the names given to the Tracking Categories in XERO will be displayed in the Account Assignment/Mapping tabs
If NOT CONFIGURED, then by default the headings Tracking Category 1 & 2 will be displayed in the Account Assignment/Mapping tabs
In SwiftPOS
- Ensure a Reset & Upgrade is done of the SwiftPOS Back Office database. This will ensure the most recent DB script changes are applied.
- In the Location Group Settings tab select the Import Tracking Categories button and import the Tracking Categories configured in XERO.
MANDATORY …
The above is a MUST if the Venue was already using Tracking Categories. The Tracking Categories will need to be re-assigned/mapped in the Account Assignment/Mapping tabs, once Tracking Categories have been imported.
- In the Media Clearing Accounts tab:
- Ensure the Transfer In, Transfer Out and Draw From Media are assigned/mapped* to XERO Accounts.
MANDATORY …
The above is a MUST for EVERY Venue. If NOT, the exporting of data will NOT work in the new version.
- Continued …
- For Venues having multiple Location Groups (Venues) each with their own XERO Organisation (Chart of Accounts), the following will need to be considered:
MANDATORY …
The above is a MUST for ALL Venues that will be exporting data from more than one Location Group (Venue).
- Continued …
- Continued …
- In the Location Group Settings tab:
- Add a row for each of the Location Groups and establish a connection to its own XERO Organisation. Refer to How To Add And Configure A Location Group To Connect To XERO for more information.
- Import the COA and Tracking Categories for each of the Location Groups added above. Refer to How To Import The Chart Of Accounts Into SwiftPOS for more information.
- Ensure all the entries in the Account Assignment/Mapping tabs in Settings have been assigned/mapped* to XERO Accounts and where appropriate Tracking Categories.
- In the Location Group Settings tab:
- Continued …
- Ensure the upgrade is thoroughly tested in a Test environment prior to going live. That is, both the import of the COA and Tracking Categories, as well as the exporting of General Journals, Supplier Invoices and Terminal Cash Offs (done both manually and via the End of Day). It is recommended that prior to going live, the customer’s approval is obtained.
* It may be necessary to enlist the assistance/expertise of an accountant to ensure that in XERO, all Chart of Accounts (COA) and Tracking Categories are correct and appropriately configured for the Venue. Also, that all Account and Tracking Category assignments/mappings are done in the Account assignment/mapping tabs are correct.