Accounting - Xero

Introduction

Xero integration provides a way to sync your sales, inventory transactions, and house account transactions to your Xero account.

It makes one sales invoice for each branch each day. Each invoice will have associated payments based on your payment methods.

This guide helps you to set up and run the integration with Xero

Xero Configuration

The integration requires you to do the mapping between DineConnect and Xero for certain entities. This can be done by creating resources in Xero then link them to DineConnect Xero Integration on the AddOn page

We recommend that you first create all needed resources in Xero before enabling the integration and starting doing the mapping

Follow the bellow points for a detailed explanation of each mapping section

Items

When you sync sales from DineConnect to Xero, the sync creates an invoice in Xero. The invoice contains Items

You need to map these items in order for the integration to know where to send the sales data

The invoice items are:

• Sales Item: holds the total amount of Total sales or Individual Sales items should be created for Department Level. If the configuration is done for each department and Xero Item is not available, the DineConnect takes the default Sale Item configuration.

Creating The Items in Xero

1- Log in to the Xero dashboard

2- Go to Business --> Products and services --> New Item

3- Fill the Item Code and Item Name. Check the box I sell this item, and make sure to select a Sales Account.

4- Don't enter a unit amount, don't select a tax rate, and don't check the I track this item box

5- Click Save

6- Do the same for each item in the integration settings

Open

Note: If you didn't select a Sales Account, the integration will not be able to create invoices

Customer

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

Creating Contact in Xero

1- From Xero dashboard --> Contacts --> New

2- Enter a contact name 

3- Save

Open

Tracking Category and Options

Tracking categories in Xero way to separate entries per branch. You should create a tracking category e.g. 'Branches' and create an option for each branch and warehouse.

Later you can filter reports by tracking category options

Creating Tracking Category and Options in Xero

1- From Xero dashboard --> Accounting --> Advanced --> Tracking Categories

2- Click on Add Tracking Category

3- Give it a name, then add a category option for each branch/warehouse

4- Save

Here is the video to understand more. 

https://www.youtube.com/watch?v=QeF5X5SmMZo

Category Options should be same as Location Code in DineConnect

Payment Accounts

You should create one account for each payment method defined in the dashboard. The payment accounts should either be a bank account or a normal account

Creating Payment Accounts in Xero

1- From Xero dashboard --> Accounting --> Chart of accounts

2- Click Add Account

3- Select an Account Type, give it a unique Code, add a Name to it, and make sure to select Enable payments to this account

4- Save

Note: if you didn't select the option Enable payments to this account for payments accounts, the integration will not be able to sync payments

DinePlan Integration

Please ensure you have configured your Xero organization as shown above before enabling the integration

1- Sign in to the DineConnect Account 

2- Go to the Addons Page 

3- Click Xero from the Accounting Section

Currently, it is not connected.  

4- Once you click Connect, the following Screen Appears. It takes to Xero page for login 

5- Once you are logged in, it asks for the following information for you to approve. 

6- On Successful clicking of Allow Access, it takes to the DineConnect Page as below 

Make sure all the Settings are Saved. That's it.

6a. If the Sales needs to be tracked at the Department Level, the Department Tracking should be ticket and the relevant the sales item from XERO should be chosen as below 

If the Payment should be tracked for each payment type, the payment tracking should be selected and each payment type should be selected across account in Xero as below 

6c. The Invoice status is nothing but how the invoice should be saved in the Xero. and it has the following status 

Final Part

All the Configuration are done now. DinePlan will automatically send the Sales Information to Xero whenever the WorkPeriod ends at the Point of Sales. 

Here is a sample Invoice out of Xero