Overview

Our accountancy integrations allow you to automate repetitive book keeping tasks, freeing up your time to grow your business. For more details on how our accountancy integrations work please see our overview article.

Prerequisites

Before connecting your accounts we suggest you:
  • Create a customer in Xero called "VestiPOS Sales". This is the customer we will use to post your sales invoices against.
  • Create a clearing account in Xero for each payment type you have in VestiPOS. For example "Cash (Clearing)" and "Card (Clearing)". Payments recorded within VestiPOS will be made to this clearing account. When the funds then clear in your bank account you should record them as a transfer from the relevant clearing account. Important: The Xero account must have the "Enable payments to this account" flag checked.
  • Create an account in Xero to record any discount rounding against. For example "Rounding".
  • Create an account in Xero to record reconciliation variances against. For example "Reconciliation Variances".

Connect your account

  1. In VestiPOS navigate to: Settings -> Integrations -> Xero -> Settings
  2. Click the "Connect to Xero..." button. You will be redirected to the Xero website.
  3. If you are not currently logged into your Xero account you will be prompted for your credentials.
  4. Click the "Allow access for 30 minutes" button to connect your account.
  5. You will be redirected back to the Xero configuration page within VestiPOS.
  6. Turn the "Enabled" switch on.
  7. Click the "Save..." button.
  8. Populate the required form fields.Default customer - select the Xero customer you wish sale invoices to post against. For example the "VestiPOS Sales" customer.Sales account - select the Xero account which invoice lines should post against by default. You can override this at a category group level if required (see below).Payments account - select the Xero account which payments should be posted to by default. You can override this at a payment type level (see below).Service Charge - The Xero account to post service charge (gratuity) to. If you do not use service charge within VestiPOS set this to your default sales account.Discount Rounding - Occasionally there may be small fractional adjustments required when posting your discounts through to Xero. These will be posted to the Xero account selected here.Variances - Any variances recorded within a VestiPOS reconciliation will be posted to the Xero account selected here.User Xero Stock Tracking - If enabled, posted sales will update your Xero inventory. You must have an item configured in Xero Inventory for each VestiPOS item option, where the Xero item code matches the SKU in VestiPOS. For most situations we recommend solely using VestiPOS stock management.
  9. Click the "Save..." button.

Set Payment Types Accounts

We strongly recommend linking each payment type you have in VestiPOS to a unique clearing account within Xero. Keeping the accounts separate allows you to keep better track of money clearing into your bank account and identify any discrepancies. Once you have created your clearing accounts in Xero you should link your payment types in VestiPOS by:
  1. Navigate to: Settings -> Configuration -> Payments & Tax
  2. Click on the Edit icon next to the payment type you wish to configure.
  3. In the dialogue window, select the Xero account you wish to link this payment type to.
  4. Click the "Save..." button.
  5. Repeat the above steps for each payment type.

Customise Sales accounts

By default, when posting a sales invoice to Xero each sales line will be posted against the "Sales account" selected on the Xero configuration page. It's possible to customise this, so that different Categories in VestiPOS post to unique sales accounts in Xero. For example you could post your "Drinks" and "Food" sales to different Xero sales accounts.
  1. Navigate to: Settings -> Configuration -> Reporting
  2. Click on the Edit icon next to the category you wish to configure.
  3. In the dialogue window, select the Xero sales account you wish to link this category to.
  4. Click the "Save..." button.
  5. Repeat the above steps for each category group.

Posting Customer Sales

By default, sales which have been assigned to a VestiPOS customer will be posted in the single generic invoice which is created for a reconciliation. If you'd prefer these invoices to post separately to the relevant Xero customer then:
  1. In VestiPOS, navigate to: Customers -> Select your customer
  2. Set the "External Account Code" field to the corresponding Xero customer.
  3. Click the "Save..." button.
Going forward, sales for this customer will now be posted individually against the selected Xero customer.