Importing Tracking Category Data From Xero

xero tracking categories

Using the Xero advanced settings, you can add up to two different tracking categories and 100 different subcategories. Just select the tracking category when creating new transactions for the contact. Let’s say you’re a business with seven work locations. You can track sales at each location by setting up a tracking category with tracking options for each location. In the accounts and taxes page of A2X, what are retained earnings we now have the option to assign a tracking category per transaction type category, or even per transaction line. In this example, we would also like to be able to track the sales on a per country basis, without having to add extra ledger accounts in our accounting system. So we have set up another tracking category in Xero with the options of NZ, AU, US and CA, being the countries we are selling into.

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🡪 Any role rates that are sent directly to the pay slip, as the timesheet does not allow a rate override, will not be tracked. 🡪 Any rate overrides that are sent directly to the pay slip, as the timesheet does not allow a rate override, will not be tracked.

Whatever your business, using tracking categories will help you learn much more about it. Assign tracking options to an employee or an employee timesheet to track payroll expenses by employee groups. Assign a tracking option to a budget you’ve created in Budget Manager. You can add accounting the default accounting object to each product under the product settings. If the product does not have an accounting object linked to it, add it directly on the invoice. Right now, it creates the invoice, but I still have to go in an adjust the tracking category and the account.

xero tracking categories

You can also add tracking options to the import file when you import fixed assets into Xero. Assign a tracking option to transfers you make between bank accounts. You can have up to 100 tracking options for each tracking category. You can use a combination of Xero general ledger account codes and xero tracking categories to extend the integration between WorkflowMax and Xero. You may have a situation where re-coding all the system transactions to use tracking categories is too BIG a job.

Level 1: Default Sales And Income Gl Account Codes In Xero

Expandly comes with a Xero eCommerce integration that, among many other things, allows you to map certain order information to your Xero tracking categories. Orders from across your sales channel will then automatically be assigned to the correct sub-category within that category. Once your tracking categories have been set up , you’ll see that you now have an action column when adding sales invoices or purchases, so that you can tell Xero how each item should be treated. In the image below we can see how an invoice from Clara to one of her clients might look.

When we look at her overall profit and loss account things look pretty good and she’s making a nice profit. Leave the choice as “Default” if you don’t want to override the option. On the right hand side you should see the Xero options to customise. Of course, these settings will only apply if your time entries have been assigned the appropriate details. Where MinuteDock really shines is its ability to automate the selection of Xero specific fields – so that you don’t have to manually pick them each time.

  • You can have up to two tracking categories in Xero, each with up to 100 options, which will be more than enough for most small businesses.
  • On the right hand side you should see the Xero options to customise.
  • Xero Tracking Categories are used to see how different areas of your business are performing.
  • Login to your Xero account and click on Tracking under General Settings.

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09 Tracking Categories In Xero

Knowing exactly which areas of your business income is coming from, and just as importantly where you’re spending money, enables you to make proactive business decisions. The category options are then synced to Scoro as accounting objects. The Wise-Sync integration allows for Tracking Code information to be sent to the Xero invoice with the correct setup in place. For this to work, Tracking must be enabled in Wise-Sync, Tracking Codes must be set in Xero, and the proper Tracking Codes must be entered in the GL Mappings. From the timesheet categories drop down, select the newly created list and save.

xero tracking categories

The selected category has to be imported in from Xero and cannot be manually created within the policy settings. Xero is limited to two active tracking categories at a time.

Mapping Merchants And Vendors

On your Xero account, you are able to create up to two categories, each with as many options as you need. An example of a tracking category name would be Product Type. Options you could include under this category could be, Shirt, Dress, Watch, etc, to reflect the revenue-generating products in your business.

Project settings will override any Contact or User options. If you have Items setup for certain type so of work, you could set these up for each of your MinuteDock Tasks. Where if the item has this name in the title it would have this tracking cat … or … maybe I should have different zaps for each cat …. These Tracking Categories and sub-categories can be setup in RMS to be included in the exported file to Xero against all relevant transactions.

You can have up to two tracking categories in Xero, each with up to 100 options, which will be more than enough for most small businesses. You might want to track different service offerings, like Clara, possibly also adding in individual projects. Or perhaps you run a small coffee shop chain and want to measure the performance of each location.

Discounts or credits, which are processed as ‘negative costs’ in WorkflowMax must therefore be mapped to an income account, NOT to an expense or cost of sales account. 5) How to import tracking categories from xero in to easyemployer. Then, log in to your QuickBooks Commerce account and navigate the tracking categories section via the Xero tab in your integration sidebar. Xero’s Tracking Categories functionality allows you to drill into your revenue stream without needing to add multiple account codes to capture details in your accounting reports. When we sync the invoice to Xero, it will send over the Sales Rep and Location details to display on the Xero Invoice.

xero tracking categories

The category needs to be created, with the category options, then assigned as a payroll tracking option used in the timesheet. Tracking categories can be assigned to an employee or an employee timesheet to track payroll expenses by employee groups or time sheets. As per the Xero guide, “Set up tracking categories to see how different areas of your business are performing .”

General Ledger Account Codes

With Xero Syntax, these export codes will need to be set in the last set of brackets for the syntax rules to be tracked to categories. Edit the area you would like to track and ensure that there is an Export code set against the area. 🡪 Allowances are sent directly to the pay slip, not the timesheet, and because the pay slip in Xero does not allow for tracking, allowances are not tracked.

We suggest you either wait one business day before trying again or trigger a manual sync by going to Apps → Xero → clicking the Sync button. For reimbursable expenses, reimbursement has to be recorded manually after making the reimbursement in Xero. Click the edit button at the right side of the merchant you want to map with the Xero vendor. Let’s take a look at how you can export the reimbursable and non-reimbursable expenses from Zoho Expense to Xero. Click theblue settings cogto setCategory specific rulessuch as default tax rate, maximum amount, receipts required, comments and comment hints. The option of batching invoices to avoid Xero’s soft transaction limit. Whether you’re looking for someone to manage your business finances, or just a helping hand to make sure you’re on the right track, The Number Ninja can help.

The non-reimbursable expenses in Zoho Expense will be exported to Xero as Bank Transactions. In this guide, you’ll learn how to integrate your Zoho Expense account with Xero’s accounting software. Before we do that, let’s take a look at some of it’s benefits. For faster and more reliable delivery, add to your trusted senders list in your email software. The chance to schedule sales orders to send to Xero automatically on a daily, weekly or monthly basis. Doesn’t have to be a tax nightmare when you involve an excellent international eCommerce accountant who uses the Expandly Xero integration.

If you do not have a client list yet, you can assign the tracking categories when you are importing your clients for the first time. If at any time you want to change a tracking option already set on a client, you just need to repeat the above steps selecting a different tracking option from the dropdown menu. You’ll then see the active tracking categories you’ve set up in Xero with a dropdown menu below each. If you’re on a Professional or Scale plan, you can set tracking categories on your clients in Practice Ignition and they’ll automatically be included on your invoices in Xero.

Configuring Items, Tracking Categories And Ledger Accounts

After you’ve chosen the data you would like to import, export and map, click Save. The data that you’ve chosen to import, export and map will be auto-synced once a day. You can also do instant sync by clicking the Instant Sync button in the Xero integration page. Assign a tracking option to new transactions such as invoices, bills, quotes, purchase orders, spend money and receive money transactions, and transfer money transactions. You can set up a tracking category with tracking options however you want, so we’ll use an example to show you how it works. Xero uses tracking categories and options instead of department codes or cost centres.

If you have separate GL accounts for your divisions then you can use Bi4Cloud GL Custom List Tags to categories each account and then use these as analysis dimensions. Within Xero the Profit and Loss reports can be setup to run for one or more tracking category and options eg. Once refreshed Bi4Cloud provides reporting of these tracking categories in reports. This permits reporting by all the transaction dimensions in various formats including Pivot by each of the Tracking Categories. The video below shows how to use several of these options in action.

This allows not just a one-dimensional or even two-dimensional data array, to a full three-dimensional data array. Think of moving from one face of a Rubiks cube to the full cube – you can turn it to see different aspects of the data set, or even twist and turn it to see different combinations. Select the appropriate property on QuickBooks Commerce and match it to its respective tracking category. Let’s add a Shirt as one of your options by clicking on Add another option. Tracking options already set on your clients can still be bulk exported from Practice Ignition. You will no longer be able to set/update tracking categories on your clients in Practice Ignition. It’s possible that there is a data sync delay between Xero and Practice Ignition.

A well-structured chart of accounts is crucial to clear annual financials to be used for compliance needs. But to make the move into management accounting and advisory services, more insight is needed into all the component parts of a business. Today we are going to give an introduction to using tracking categories, along with some examples of how they can be deployed and what the potential benefits are. Now, when a Sales Order invoice is pulled from QuickBooks Commerce into Xero, the field for tracking category on your Xero account will be populated with the relevant information automatically. You don’t have any active tracking categories for the Xero organisation you connected with Practice Ignition. It could be that the tracking categories have not yet been set up in Xero, or they have been set up but have since been deleted or archived.

🡪 Leave costing cannot be tracked by tracking category as leave does not go through the Xero timesheet. If you would more information on how tracking categories work in A2X please contact our support team anytime. Also, it’s important to note that Tracking Categories should be used with broad enough options that they will see repeated use over time. For one-time uses, such as job costing, Xero Projects or an add-on solution will be more appropriate. Currently, there is a soft cap of 100 options for each Tracking Category, although in practice anything more than quickly becomes unwieldy. Essentially built as a “tagging” mechanism for transactional data, they allow additional classifications beyond just the account name/account code.

Author: Barbara Weltman