Setup Xero Chart of Accounts with Idealpos

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Warning!

The Xero API Integration has been superseded by the Xero OAUTH2 Integration.

Please refer to the Xero OAUTH2 topic for information on setting up Xero with Idealpos.

This page has not been removed for historical and reference purposes.

The steps included on this page may no longer be valid, and therefore, we encourage you to refer to the Xero OAUTH2 topic.

Consult your Bookkeeper or Accountant before linking your Chart of Accounts with Idealpos.

Below is an example of the various POS Functions that map to the Chart of Accounts in Xero.

Some of the POS Functions have been linked to default Chart of Account Codes in Xero and others have been manually added.

	POS Function	Account Type	Tax Code	GL Code	Description
Methods of Payment for a Sale
Cash	Tender	Current Asset	BAS Excluded	101	Un-deposited Funds
Points	Tender	N/A			Point Redemptions are not sent to Xero
MasterCard	Tender	Current Asset	BAS Excluded	102	MasterCard
Amex	Tender	Current Asset	BAS Excluded	103	American Express
Diners	Tender	Current Asset	BAS Excluded	104	Diners
EFTPOS	Tender	Current Asset	BAS Excluded	105	EFTPOS
Account	Tender	N/A			Sales on Account are sent to a Customer in Xero. Xero’s default Code for Accounts Receivable is 610 and cannot be changed.
Lay-By	Tender	Liability	BAS Excluded	805	Lay-By
Gift Voucher	Tender	Liability	BAS Excluded	806	Gift Voucher
Credit Note	Tender	Liability	BAS Excluded	807	Credit Note
Tender 11	Tender	Current Asset	BAS Excluded	111	Tender 11
Tender 12	Tender	Current Asset	BAS Excluded	112	Tender 12
Tender 13	Tender	Current Asset	BAS Excluded	113	Tender 13
Tender 14	Tender	Current Asset	BAS Excluded	114	Tender 14
Tender 15	Tender	Current Asset	BAS Excluded	115	Tender 15
Tender 16	Tender	Current Asset	BAS Excluded	116	Tender 16
Tender 17	Tender	Current Asset	BAS Excluded	117	Tender 17
Tender 18	Tender	Current Asset	BAS Excluded	118	Tender 18

Sales Grouped by Categories
Food	Sales Category	Revenue	GST on Income	201	Sales, Food
Beverage	Sales Category	Income	GST on Income	202	Sales, Beverage
Functions	Sales Category	Income	GST on Income	203	Sales, Functions
Miscellaneous	Sales Category	Income	GST on Income	204	Sales, Miscellaneous
Retail	Sales Category	Income	GST on Income	205	Sales, Retail
Fruit & Veg	Sales Category	Income	GST Free on Income	206	Sales, Fruit & Veg
Sales Category 7	Sales Category	Income	GST on Income	207	Sales, Sales Category 7
Sales Category 8	Sales Category	Income	GST on Income	208	Sales, Sales Category 8
Sales Category 9	Sales Category	Income	GST on Income	209	Sales, Sales Category 9
Sales Category 10	Sales Category	Income	GST on Income	210	Sales, Sales Category 10 (all other categories grouped)

Rounding, Variances, Adjustments and Layby Cancellation Fees
Rounding	Rounding	Expense	Either GST Free Expenses or GST on Expenses	860	Rounding
Variance	Variance	Expense	Either GST Free Expenses or GST on Expenses	451	Variance
Account Adjustment	Account Adjustment	Expense	Either GST Free Expenses or GST on Expenses	452	Account Adjustment
Unallocated Payments	Unallocated Payment	Current Liability	BAS Excluded	804	Unallocated Payments
Lay-by Adjustment	Lay-by Adjustment	Expense	Either GST Free Expenses or GST on Expenses	454	Lay-by Adjustment
Lay-By Cancellation	Lay-By Cancellation	Other Income	GST on Income	455	Lay-by Cancellation Fees

Purchases Grouped by Category
Food	Purchase Category	Direct Costs	GST on Expenses	311	Cost of Sales, Purchases
Beverage	Purchase Category	Cost of Sales	GST on Expenses	312	Cost of Sales, Purchases
Miscellaneous	Purchase Category	Cost of Sales	GST on Expenses	313	Cost of Sales, Purchases
Retail	Purchase Category	Cost of Sales	GST on Expenses	314	Cost of Sales, Purchases
Fruit & Veg	Purchase Category	Cost of Sales	GST on Expenses	315	Cost of Sales, Purchases
Freight	Purchase Category	Cost of Sales	GST on Expenses	425	Cost of Sales, Freight
Admin Fees	Purchase Category	Cost of Sales	GST on Expenses	405	Admin Fees
Purchase Category 8	Purchase Category	Cost of Sales	GST on Expenses	318	Purchase Category 8
Purchase Category 9	Purchase Category	Cost of Sales	GST on Expenses	319	Purchase Category 9
Purchase Category 10	Purchase Category	Cost of Sales	GST on Expenses	320	Purchase Category 10 (all other purchases grouped)

GST, Accounts Payable
Trade Creditors	Trade Creditors	N/A		Payments on Supplier Invoices are sent to Suppliers in Xero. Xero’s default Code for Accounts Payable is 800 and cannot be changed.
GST Holding and Collected	GST	GST	820	If using Accrual, Xero’s default Code for GST is 820 and cannot be changed. If used Cash Based Accounting Method, you will need to link a GST Holding and Collected Account.