This article will explain which accounts to create in Xero to match the data from OrderMate and examples of how to set up 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
- Account Type - Revenue Account
- Name - POS Sales Food
- Description - Account to record general Food Sales data from the OrderMate point of sale system
- Tax - GST on Income
- Payments - Enable payments to this account
Beverage SALES Account
- Account Type - Revenue Account
- Name - POS Sales Beverage
- Description - Account to record general Beverage Sales data from the OrderMate point of sale system
- Tax - GST on Income
- Payments - Enable payments to this 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
- Account Type - Current Asset
- Name - POS Cash Clearing Account
- Description - Cash Takings from OrderMate
- Tax - BAS Excluded
- Payments - Enable payments to this account
Card TAKINGS Account
- Account Type - Current Asset
- Name - POS Card Clearing Account
- Description - Card Takings from OrderMate
- Tax - BAS Excluded
- Payments - Enable payments to this 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
- Account Type - Revenue Account
- Name - POS Balance Adjustments
- Description - Adjustments made to sales at the end of any day in order to reconcile takings to OrderMate
- Tax - GST on Income
- Payments - Enable payments to this account
DEBTOR Set Up
- Account Type - Current Asset
- Name - POS Debtor Activity Balance
- Description - Balance of POS Debtor activity
- Tax - GST on Income
- Payments - Enable payments to this account
VOUCHER Set Up
- Account Type - Current Asset
- Name - POS Voucher Activity Balance
- Description - Balance of POS Voucher Activity
- Tax - GST on Income
- Payments - Enable payments to this account
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
- Account Type - Other Income
- Name - POS Discounts
- Description - Discounts given on Sales
- Tax - GST on Income
- Payments - Enable payments to this account
SURCHARGE Set Up
- Account Type - Revenue
- Name - POS Surcharges
- Description - Surcharge on Sales
- Tax - GST on Income
- Payments - Enable payments to this account
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' affects 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
- Account Type - Current Asset
- Name - POS Reconciliation Variance Counterbalance
- Description - Suspense account for counterbalance o reconciliation variances in OrderMate
- Tax - BAS Excluded
- Payments - Enable payments to this account
Note: If the reconciliation feature in OfficeMate is not being used, then the 'System Takings' will be exported and reconciliation does not need to be mapped.