Evopos Help - 2.09.068

Xero - Setting Up

Xero - Setting Up

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Xero - Setting Up

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Xero Setup

You will need to ensure certain Accounts have been created in Xero Chart of Accounts before you run the setup in Evopos.

In Xero, navigate to Settings and then Chart of Accounts and press the Add Account button

You can either create different Accounts for the different types of Payment (Normally depending on how it is banked).

For example if you have a separate ones for each, it may be easier to reconcile say just the Card payments each day. For example:

Account Type:

Account Code:

Account Name:

Tax Type:

Other:

Current Asset

Cash Payments

CASH

No Tax

Enable Payments

Current Asset

Card Payments

CARDS

No Tax

Enable Payments

Current Asset

Direct Deposits

DD

No Tax

Enable Payments

Current Asset

Debtors

DEBTORS

No Tax

NA

Current Asset

Stock In Hand

Stock

No Tax

NA

Alternatively, create one Account in Xero for all Payments as follows:

Account Type:

Account Code:

Account Name:

Tax Type:

Other:

Current Asset

Payments Received

PYMTRECVD

No Tax

Enable Payments

Current Asset

Debtors

DEBTORS

No Tax

NA

Current Asset

Stock In Hand

Stock

No Tax

NA

Also adjust the Xero Profit and Loss 'Layout' to move your COGS account under the 'less costs of sales' heading.

Notes:

In Australia the Tax Type or No Tax is normally 'BAS Excluded'.

 

Evopos Setup

We must first set up an integration.

Navigate to Settings \ Integrations

1.Ensure there is a Xero integration set up. If not select New and give it a name such as 'Xero', choose 'Xero Accounting' from the format dropdown and save

2.Click the Link to Xero button

3.This should open your browser and open Xero, prompt to Login if not already logged in, and take you to a page that can provide you with an Authorisation Code. Copy this code (Normally 7 digits) and paste it in the Evopos Window asking for it (Note: It may be behind another window)

4.You will now be asked to select Private or Public. If you select Public the configuration is simpler, but you have to enter an Authorisation code each time Evopos updates Xero. If you select Public we need additional configuration including creating a security certificate (See Xero Private Application). If you selected Private previously and are getting an error then Delete the Xero Integration record and create another one.

5.Then Evopos will take you through the various Accounts so you can match them with Xero Accounts from your Xero chart of accounts. Make sure you have created all the accounts in the Xero setup prior to this section, or you will have to link Manually as below.  Finally set the Status of the invoice as desired normally DRAFT.

Note: Ensure the opening balance of the Stock in Hand account in Evopos is set correctly.

 

Linking Evopos Nominal Accounts to Xero Accounts manually

If you did not set this up initially in the Evopos setup, or you want to change the codes, you can manually set the linked codes through the Evopos nominal section.

Select Accounts from the top menu and select Nominal from the left menu.

Under the appropriate nominal code there is an export code field, and you can enter you Xero Account Code into this field.

The key ones to update are:

01-01-01                Stock In Stores

01-07-01                Debtors

01-09-01 to ??        In_Hand Balance accounts (eg: Cash, Cards etc)

04-01-01 to ??        Income (Each Sales Department)

05-01-01                Stock Purchases

 

Public or Private Application

The standard connection method to the Xero API is Public. This works ok but you have to Authourise each time you update. There is a Private connection method but the setup of this is more involved - See Xero - Private App

 

Format Xero receives Evopos Data

Exported Evopos data

Format in Xero

Batch

Draft Invoice which Balances to zero

Cash or Card payments

Appears as negative lines (Credits Assets) on batch invoice (BI)

Payments on Account

Appears as negative line (credits Debtors) (BI)

Payment against an account

Positive Line (debits Debtors) and negative line (Credits Assets) (BI)

Costs Of Sold Goods

Debits the Stock in Hand and Credits Cost of Goods Sold

Trade In

Negative Line (Credits Stock In Hand) on BI

Additional References:

http://developer.xero.com/documentation/api-guides/how-to-integrate-my-pos-system-with-xero/

http://developer.xero.com/documentation/api-guides/how-to-integrate-my-inventory-system-with-xero/