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Getting Started

Getting started with Idealpos and Xero is easy.

To configure your system, scroll down to Configuring the Xero Integration in Idealpos.

If your system is already configured with Xero, check out the Brief introduction for exporting data to Xero listed below.

A brief introduction for exporting data to Xero

When Idealpos is connected to Xero and your Xero Chart of Accounts have been linked to Idealpos Account Codes, financial data in Idealpos can be exported to Xero. Exporting financial data from Idealpos to Xero is all performed manually via the Accounting menu in the Idealpos Back-Office.

The process to export data varies depending on the data you want to export, and a brief process for exporting each type of data is outlined below:

Export Sales

To Export Sales, you will need to:

• Run End Sales Period (from the Idealpos Back-Office, go to: Accounting > End Sales Period) to create an Accounting Reconciliation for the period.
• Run Sales Reconciliation (from the Idealpos Back-Office, go to: Accounting > Sales Reconciliation) to view the Cash Declarations, Reconciled Sales and Takings Report, Edit Sales Reconciliation (if required), then finally send the sales to Xero by pressing the "Send to Accounting" button.

For a more in-depth set of steps that outline the complete process to export sales from Idealpos to Xero, click here.

Export Invoices

To Export Invoices, you will need to go to the Idealpos Back-Office, then from the Accounting Menu, select "Supplier Invoices".

From within the Supplier Invoices window, you will have the opportunity to view a list of Supplier Invoices and click in the Send column next to the Invoices you want to send, then press the "Send to Accounting" button to send to Xero.

For a more in-depth set of steps that outline the complete process for exporting Invoices from Idealpos to Xero, click here.

Configuring the Xero Integration in Idealpos

Complete the steps outlined as they appear in the below order to connect Idealpos to Xero.

Licensing Xero with Idealpos

In order to enable the Xero Integration in Idealpos, you will need to ensure that the Xero module has been enabled in your Licence Gateway.

To check the Xero module in your Licence Gateway, go to: Setup > Licence Gateway

Under the Options column for the current terminal (the current terminal is highlighted in green), look for "Xero".

If the Xero module has not been enabled in your Licence Gateway, you will need to contact Idealpos or your Reseller.

 

 

When the Xero module is enabled in your Licence Gateway, you will see an "Accounting" menu option displayed at the top of the Idealpos Back-Office window as shown in the below example:

 

Connect to Xero and Map Xero Chart of Account Codes to Idealpos Account Codes

 

Note!

The below process involves entering your Xero Username and Password Credentials into a window.

Before completing this process, ensure that Two Form Factor Authentication has been enabled for the Xero User account that you will be entering in the below steps.

If Two Form Factor Authentication has not been enabled, issues may arise that will prevent the successful connection between Idealpos and Xero.

If Two Form Factor Authentication has been enabled and issues are encountered during the below process, we recommend that you restart your system and try again.

Please refer to Xero for more information about setting up Two Form Factor Authentication.

 

Once you've confirmed your system has been licensed for Xero, you may connect to Xero and link your Xero Chart of Account Codes to Idealpos Account Codes.

This step involves linking the Idealpos Account Codes to Chart of Account Codes.

Linking these codes incorrectly will result in data being transferred incorrectly.

Therefore, we strongly recommend that you seek professional advice from your Accountant or Bookkeeper before using this module.

 

From the Idealpos Back-Office, go to: Setup > Global Options > Accounting.

From the Accounting Package dropdown box located towards the top-left corner of the Global Options window, select "XERO (OAUTH2)".

A new button called "Connect to Xero" will appear on the right-hand side of the window.

Press this button to establish a connection with Xero.

 

 

After pressing the "Connect to Xero" button, a popup window will appear prompting to enter the Email Address and Password to login to Xero.

Enter your details, then press "Log in".

 

 

As Xero requires two form factor/two step authentication, enter the 6 digit code provided by the authenticator app, then press "Log in".

Alternatively, you can press "Use another authentication method" if preferred.

 

 

The next step for connecting Idealpos to Xero will show a prompt to Select an Organisation.

 

 

Click in the dropdown box and select your organisation, then press the "Connect" button.

 

 

The above window will close after pressing "Connect", then the Global Options window will appear.

Initially, the "Connected to" field will show "Connecting...".

Please wait while the connection is established and your Chart of Accounts are retrieved from Xero.

 

 

Once connected, the Organisation Name will appear in the "Connected to" field.

A list of your Chart of Accounts which were retrieved from Xero will appear on the right-hand side.

If required, you can press the "Get Accounts" button to retrieve the latest Chart of Accounts from Xero.

If you need to import Chart of Accounts into Xero, please refer to the Import Chart of Accounts from CSV File topic for further details on how to do this.

 

 

Drag and drop the Chart of Account Codes from the right-hand side column into the Idealpos Account Codes on the left-hand side.

If you intend on transferring Account and Layby transactions from Idealpos to Xero, enable the option "Enable Global Debtor Export" located towards the bottom-centre of the window.

If the Global Debtor Export option is enabled, Idealpos will automatically create a new Customer in Xero called "POS Debtor" when an export from Idealpos to Xero is performed. Note that this customer name is hard-coded as "POS Debtor" and cannot be changed.

Once the Accounts have been linked, press the "X" on the top-right corner of the Global Options window to close and save the changes.

 

Settings that affect Integration behaviour

Settings that affect integration behaviour include:

• Accounting tickbox on a Supplier - if enabled, Invoices for this Supplier can be exported to Xero or if the Accounting tickbox is unticked for a Supplier, any purchases/invoices that have been processed will not appear when exporting Invoices to Xero via Idealpos Back Office > Accounting > Supplier Invoices.
  To enable the Accounting tickbox for a Supplier, go to:
  Idealpos Back-Office > File > Suppliers > Suppliers > Select a Supplier > Modify > Enable "Accounting".
  
  
• Enable Global Debtor Export - If this option is disabled, Account and Layby transactions will not be exported to Xero
  To enable Global Debtor Export, go to:
  Setup > Global Options > Accounting > Enable tickbox "Enable Global Debtor Export" located at the bottom-centre of the window.
  The "POS Debtor" customer will be automatically created in Xero when you export sales from Idealpos to Xero.
  
  
• Chart of Account links - Xero Chart of Account Codes need to be linked to correct Idealpos Account Codes in order for data to be exported correctly.

Frequently Asked Questions

• How do I disconnect from Xero?
  To disconnect from Xero, go to: Idealpos Back-Office > Setup > Global Options > Accounting > Press "Disconnect from Xero".

• What doesn't your integration do?
  Our integration does not synchronise data back and forth between Idealpos and Xero. Data is mainly 'exported' to Xero.
  The exemption to this is the retrieval of Xero Chart of Accounts which are downloaded from Xero in order to allow you to link your Chart of Accounts to your Idealpos Account Codes. This is done in order to export data correctly to Xero.

• How do I reconcile sales data synced to Xero?
  The reconciliation process is covered off in the End Sales Period topic.

• When and how does a data sync occur? Is it manual, automatic, on logic, in real-time? Are there any settings related to synchronising?
  Data is exported from Idealpos to Xero manually via the Idealpos Back-Office Accounting Menu. There are no settings that control when data is exported as this is a manual process.
  
  Data is exported by going to: Idealpos Back-Office > Accounting > Select the required option (explained below).
  To export sales data, you will need to first run the "End Sales Period" option from the Accounting menu and press "Proceed".
  Once the End Current Period has been run, you will then need to run the Sales Reconciliation from the Accounting menu.
  Each period will be listed as an entry in the Sales Reconciliation window. Select the period you want to export by highlighting it, then press "Edit" on the bottom-right corner of the Sales Reconciliation window. Ensure that the amounts entered are correct and adjust them if required. Press "Save" to close the window. Finally, ensure that the period is still selected, then press "Send to Accounting" on the bottom-left corner of the window.
  
  To export invoices, go to: Idealpos Back-Office > Accounting > Supplier Invoices.
  Click into the "Send?" column of each invoice you want to send. A check will appear after clicking which will indicate that the Invoice will be sent. This can be repeated for each invoice you want to send.
  Then press "Send to Accounting" on the bottom-right corner of the window to send the selected invoices.

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