Setting Up Xero Accounts

This article will explain:

• Which accounts to create in Xero to match the data from OrderMate
• Examples of how to setup the accounts in Xero

The OrderMate - Xero integration set up relies on Xero having the desired accounts pre configured so that the sales and takings can be imported. In OrderMate the sales can then be 'Mapped' to these accounts.

Included are some descriptions and explanations of what needs to be created so that the bookkeeper or accountant can make sure that the desired accounts are set up in Xero prior to the integration. When creating new or choosing existing accounts to map to, be certain that the accounts are not 'Header' accounts or 'Locked' accounts such as a bank account.

Xero will create one export file per shift, however both exports rely on the same configuration so they will always go into the same account.

This guide provides examples of how to set up the accounts in Xero and explanations of what information can be mapped to them, however these accounts should always be confirmed with a qualified bookkeeper or accountant.

Step 1 - Sales Accounts

Some customers prefer the sales to be exported into separate food and beverage accounts in Xero instead of just one sales account, however be aware that the mapping from OrderMate is done per menu section and not menu items. This means that if there are food and beverage items in the same menu section in OrderMate they will either need to be moved into different sections, or imported into the same account in Xero.

(Example Account Set Up)

Food SALES Account

Beverage SALES Account

Step 2 - Takings Accounts

This clearing account is used so that takings can be reconciled against what goes into the actual account from the bank. It can not go into a bank account or a locked account.

(Example Account Set Up)

Cash TAKINGS Account

Card TAKINGS Account

Step 3 - Adjustments Accounts

Anything that effects the difference between sales and takings should be mapped to an adjustment account. Sales and Takings 'Must' be the same amount. The desired result is that the invoice has a total of $0. Debtor and/or voucher payments or sales will effect this, so OrderMate needs to send the balance of this day or this shifts debtor and/or voucher activity. There are also some other things that can effect the difference such as some rounding or stale accounts. Over time, these accounts should end up balancing out back to $0.

(Example Account Set Up)

BALANCE ADJUSTMENT Set Up

DEBTOR Set Up

VOUCHER Set Up

Step 4 - Discounts & Surcharges Accounts

Some customers prefer the discounts and surcharges to be exported in the invoice however this is not a compulsory field. If exported, these figures will not adjust the totals of sales or takings in any way, however some customers like to keep track of these separately in Xero tather than in OrderMate.

(Example Account Set Up)

DISCOUNT Set Up

SURCHARGE Set Up

Step 5 - Reconciliation Variance Accounts

The OrderMate software has the ability to balance the cashdrawer takings in the venue using the reconciliation feature. This will determine if there is a takings variance per day or shift. If this feature is being used, then any variances can be included on the export file along with the expected totals, so that the actual takings can be seen in Xero. This will make it easier to reconcile what is physically deposited into the bank account.

For a balanced invoice to be calculated, any variances recorded in the reconciliation must also be exported. This is to account for the difference between the System takings and the Actual takings.

This 'Reconciliation Variance' should be mapped into the existing 'Takings Clearing' account, as per set up above.

Furthermore, as the 'Variance' effects takings, it must also be balanced against the sales in the form of a 'Counterbalance'. This will be exactly the same figure, but in the opposite direction as the takings variance.

Ie. (Sales +/- Variance counterbalance) = (Actual Takings +/- Reconciliation Variance)

The 'Variance Counterbalance' is often is mapped into the sales account, as per set up above.

Alternatively, some customers prefer to set up a separate 'Reconciliation Variance Counterbalance' account in Xero and then this variance counterbalance could be mapped to this account.

(Example Account Set Up)

RECONCILIATION VARIANCE COUNTERBALANCE Account