How To: Configure Options When Setting Up Xero

During the setup process, there are some configuration options you will need to consider:

Only Export Stock on Invoices

Xero has its own limits on the number of stock items it can manage, so this option give the ability to only export items that appear on sales or purchase invoices to Xero. If this option is not enabled, all new or resaved stock items will be exported to Xero.
Note: This option can be used on its own or in conjunction with the 'Use Rollup Transactions' option below.

To enable this option:

  1. Press Alt+E or click the green triangle icon is the buttonbar's EDIT button to enter edit mode.
  2. Tick the checkbox next to 'Only Export Stock on Invoices'.
  3. Press Ctrl+S or click the disk icon is the button bar's SAVE button to save.

MultiCurrency

Enabling this option will send currency details against transactions.
Note: Currencies cannot be synchronised directly, which means that currencies must be set up in Xero, and those currencies must match the ones set up in Khaos Control under [ System Data | International | Currencies ].

If your Xero account type supports this option, and you want to enable it in Khaos Control:

  1. Press Alt+E or click the green triangle icon is the buttonbar's EDIT button to enter edit mode.
  2. Tick the checkbox next to 'MultiCurrency'.
  3. Press Ctrl+S or click the disk icon is the button bar's SAVE button to save.

Use Rollup Transactions

Using Rollup Transactions means that Sales and Purchase invoices exported to Xero do not detail the individual stock items, but instead group the stock items and related financial information by VAT rate. The following procedure details how to set up the rollup stock items and how to assign those rollup stock items to the different VAT rates.
Note: If you enable 'Use Rollup Transactions' and the 'Only Export Stock on Invoices' is not enabled, your stock will still be exported to Xero but your invoice lines will use the Rollup Transaction stock items. If you want to ensure that your stock items are not exported to Xero whilst using Rollup Transactions (with the exception of the Rollup stock items), you will need to ensure that both the 'Use Rollup Transactions' and 'Only Export Stock on Invoices' options are enabled.

Creating Rollup Transaction Stock Items

A non-stock controlled stock item must be created and assigned to each VAT rate when using Rollup Transactions within the Xero Integration. This can be done by following these steps:

  1. Open a Stock screen (show me how).
  2. Press Ctrl+N or click the New item icon is the button bar's NEW button .
  3. In the Stock Code field, enter an identifying code for the item (e.g. 'XERO_STD_20').
  4. In the description field, enter an identifying description (e.g. 'Xero Standard 20 VAT')
  5. Choose a Level 2 Stock Type (You may want to consider setting up a stock type especially for these items).
  6. In the 'Options' tab, untick the 'Controlled' checkbox and confirm the popup warning of the non-stock controlled element.
  7. Press Ctrl+S or click the disk icon is the button bar's SAVE button to save.
  8. Once the stock item is saved, you can copy the stock item to create similar ones for the other VAT rates.
  9. Press F9 or clicking the down arrow immediately to the right of the to open the 'Other Actions' menu.
  10. Select Copy Stock Item from the options.
  11. In the copied stock item update the fields as required.
  12. Press Ctrl+S or click the disk icon is the button bar's SAVE button to save.

Setting Up Rollup Transactions

Now that the non-stock controlled items have been set up, Rollup Transactions can be enabled and the stock items assigned to the individual VAT rates as required:

  1. Open an Accounts screen (show me how).
  2. Press F9 or clicking the down arrow immediately to the right of the to open the 'Other Actions' menu.
  3. Select "Xero Integration" from the "Other Actions" menu.
  4. Press Alt+E or click the green triangle icon is the buttonbar's EDIT button to enter edit mode.
  5. Tick the checkbox next to 'Use Rollup Transactions'.
  6. In the bottom Tax Codes grid the tax codes will already be populated. Each VAT rate appears twice, once for Sales Invoices (ticked) and once for Purchase Invoices (unticked).
  7. Use the f8 key on the Roll Up Stock Item field next to the VAT rate you wish to allocate to and select the relevant rollup stock item. You can use the same rollup stock item for the same VAT rate for both Sales and Purchase Invoices.
  8. Allocate a Rollup Stock Item for each tax code row.
  9. Press Ctrl+S or click the disk icon is the button bar's SAVE button to save.

Assigning SP Ledger Stock Items to Tax Codes

If you wish to enter your SP Ledger entries in Khaos Control and synchronise these to Xero, you will need to assign a stock item to the relevant VAT rates in the bottom grid of the configuration screen. This can be the same non-stock controlled item as the one used for Rollup Stock Items (see above).

To assign stock items to SP Ledger entries:

  1. Open an Accounts screen (show me how).
  2. Press F9 or clicking the down arrow immediately to the right of the to open the 'Other Actions' menu.
  3. Select "Xero Integration" from the "Other Actions" menu.
  4. Press Alt+E or click the green triangle icon is the buttonbar's EDIT button to enter edit mode.
  5. In the bottom Tax Codes grid the tax codes will already be populated. Each VAT rate appears twice, once for Sales Invoices (ticked) and once for Purchase Invoices (unticked).
  6. Use the f8 key on the SP Ledger Stock Item field next to the VAT rate you wish to allocate to and select the relevant stock item. You can use the same rollup stock item for the same VAT rate for both Sales and Purchase Invoices and SP Ledger entries.
  7. Allocate an SP Ledger Stock Item for each tax code row.
  8. Press Ctrl+S or click the disk icon is the button bar's SAVE button to save.

Create Authorised Invoices

Setting this option enables invoices to be sent over to Xero as approved, with no manual intervention required, which also means that any related payment allocations can be synchronised at the same time. With this option off, invoices must be manually approved in Xero after they have been exported from Khaos Control. This also means that payments cannot be allocated immediately as the invoice must be approved before a payment allocation can be synchronised.

To enable this functionality:

  1. Press Alt+E or click the green triangle icon is the buttonbar's EDIT button to enter edit mode.
  2. Tick the checkbox next to 'Create Authorised Invoices'.
  3. Press Ctrl+S or click the disk icon is the button bar's SAVE button to save.

Don't Export Payments

When ticked, prevents payments and allocations for pre-paid orders from being exported.


See Also


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