Introduction

The xero integration provides a way to sync your sales to your xero account. It makes one sales invoice for each branch in each day. Each invoice will have associated payments based on your payment methods. This guide helps you to setup and run the integration with Xero.

Setup in Xero Account

The integration requires several entities to be created in your Xero account. Each of these entities is described next.

Tracking Category and Options

Tracking categories is Xero way to separate sales per branch. You should create a tracking category e.g 'Branches' and create an option for each branch. Later you can filter reports by tracking category options. The way to create tracking categories is described here: https://help.xero.com/Settings_Tracking

Accounts​

The integration requires you to setup a number of accounts to correctly map sales to your chart of accounts. The integration accounts are divided into two categories: items accounts and payments accounts.

Item Accounts

Each invoice has 9 items described in the Items section. Each items should be mapped to an account.

Payment Accounts

You should create one account for each payment method defined in the dashboard. The payment accounts should either be a [bank account](https://help.xero.com/int/Payments_BankAccounts) or a normal account that has Enable payments to this account selected. The process to select this option is described here: https://help.xero.com/int/Settings_EnablePayments

 

Items

The integration sends an invoice with the following items:

  • Taxable Sales: sum of taxable products' prices.
  • Non Taxable Sales: sum of non taxable products' prices.
  • Taxable Discounts: sum of discount amounts given on taxable products.
  • Non Taxable Discounts: sum of discount amounts given on non taxable products.
  • Delivery Price: sum of delivery prices.
  • Service Charge: sum of service charges.
  • Tips: sum of tips.
  • Rounding: sum of rounding amounts.
  • Taxes: sum of collected taxes.

 

Each of these items should be defined as an inventory items in your Xero account. The items must have I sell this item selected and Sales Account set to one of your accounts. The process is described at: https://help.xero.com/int/Inventory-Untracked-Add

Default Contact

It is a requirement of Xero that each invoice must have an assigned contact. You should create a default contact to be assigned in the invoices generated by the integration. You can add contacts by following the method described here: [https://help.xero.com/int/Contacts-Add](https://help.xero.com/int/Contacts-Add).

Setup in Foodics Account​

After you complete the setup in your Xero Account, go to foodics dashboard and login with your account. Then navigate to Settings -> Addons -> Xero and click Enable or Manage and authorize with your Xero account. Then navigate to Settings and map the contact, tracking category, invoice items, branch options and payment methods. When you click on a textfield to map a given item, the dashboard lists the relative items from your Xero account. Select the appropriate item for each displayed textfield then click save settings.

Running The Integration

At your preferred time and after branches complete operations of the day, login to foodics dashbord and navigate to Settings -> Addons -> Xero and click Manage. Then select Syncronization and choose the date you want to create invoices for. Then for each branch, click upload to Xero button. An authorised invoice will be created for that branch and day in Xero with its payments.

Notes

  • Xero allows for 30-minute window. If you face a Token Expired error, click re-authorize to allow another 30-minute window.
  • The integration is suitable for small businesses.
  • Ensure all cashiers end day before performing uploading to Xero.
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