How To: Configure Options When Setting Up Xero

Table Of Contents

Introduction
What This Option Does
Enable Only Export Stock on Invoices
What This Option Does
Enable MultiCurrency
What This Option Does
Create the First Rollup Item
Create Additional Rollup Items
Why This Is Required
Assign SP Ledger Items
What This Option Does
Enable Create Authorised Invoices
What This Option Does

Introduction

When configuring the Khaos Control Xero Integration, there are several options available that control how stock, invoices, payments and VAT transactions are exported to Xero.

Choosing the correct settings will help ensure your Xero account remains organised, performs efficiently and reflects your Khaos Control data in the way that best suits your business.

This article explains each available option and how to configure it.

Only Export Stock on Invoices

What This Option Does

Xero limits the number of stock items that can be managed within an account.
Enabling Only Export Stock on Invoices ensures that stock items are only exported to Xero when they appear on a sales or purchase invoice.
If this option is not enabled, every new or re-saved Stock item will be exported to Xero.
Note: This option can be used on its own or alongside Use Rollup Transactions.

Enable Only Export Stock on Invoices

  1. Enter Edit Mode by pressing Alt + E or clicking Edit.
  2. Tick Only Export Stock on Invoices.
  3. Press Ctrl + S or click Save.

MultiCurrency

What This Option Does

Enabling MultiCurrency allows currency information to be included when transactions are exported to Xero.
Important: Currency records are not synchronised automatically between Khaos Control and Xero.
Any currencies used must already exist in Xero and must match the currencies configured in Khaos Control under:
[ System Data | International | Currencies ]

Enable MultiCurrency

If your Xero subscription supports multiple currencies:
  1. Enter Edit Mode by pressing Alt + E or clicking Edit.
  2. Tick MultiCurrency.
  3. Press Ctrl + S or click Save.

Use Rollup Transactions

What This Option Does

Rollup Transactions simplify invoice exports by grouping sales and purchase invoice lines according to VAT rate.
Instead of exporting individual stock items to Xero, invoice lines are consolidated into VAT-based summary lines using dedicated rollup stock items.
This can significantly reduce the number of line items that appear on exported invoices.
Note: If Use Rollup Transactions is enabled but Only Export Stock on Invoices is not enabled, your normal stock items will still be exported to Xero.
To prevent regular stock items being exported while using Rollup Transactions, enable both:
  • Use Rollup Transactions
  • Only Export Stock on Invoices

Create Rollup Transaction Stock Items

Before Rollup Transactions can be used, you must create a non-stock-controlled item for each VAT rate that you intend to export.

Create the First Rollup Item

  1. Open a Stock screen (show me how).
  2. Press Ctrl + N or click New.
  3. Enter a Stock Code.
    Example:
    XERO_STD_20
  4. Enter a Description.
    Example:
    Xero Standard 20 VAT
  5. Select an appropriate Level 2 Stock Type.
    You may wish to create a dedicated stock type specifically for Xero rollup items.
  6. Open the Options tab.
  7. Untick Controlled.
  8. Confirm the warning message regarding the non-stock-controlled item.
  9. Press Ctrl + S or click Save.

Create Additional Rollup Items

Once the first item has been created:
  1. Press F9 or click the arrow next to Other Actions.
  2. Select Copy Stock Item.
  3. Update the Stock Code and Description for the next VAT rate.
  4. Press Ctrl + S or click Save.
  5. Repeat until you have created a rollup item for each VAT rate required.

Configure Rollup Transactions

Once the rollup stock items have been created, they can be assigned to VAT codes within the Xero Integration settings.
  1. Open an Accounts screen (show me how).
  2. Press F9 or click the arrow next to Other Actions.
  3. Select Xero Integration from the Other Actions menu.
  4. Enter Edit Mode by pressing Alt + E or clicking Edit.
  5. Tick Use Rollup Transactions.
  6. Review the Tax Codes grid.
    • Each VAT rate appears twice.
    • One row is used for Sales Invoices.
    • One row is used for Purchase Invoices.
  7. In the Roll Up Stock Item field, press F8 and select the appropriate rollup item.
  8. Assign a rollup stock item to every VAT code row.
  9. Press Ctrl + S or click Save.

Assign SP Ledger Stock Items to Tax Codes

Why This Is Required

If supplier transactions are entered through the SP Ledger and synchronised to Xero, each VAT code must also have an SP Ledger stock item assigned.
The same non-stock-controlled items used for Rollup Transactions can be used for SP Ledger entries.

Assign SP Ledger Items

  1. Open an Accounts screen (show me how).
  2. Press F9 or click the arrow next to Other Actions.
  3. Select Xero Integration from the Other Actions menu.
  4. Enter Edit Mode by pressing Alt + E or clicking Edit.
  5. Review the Tax Codes grid.
  6. In the SP Ledger Stock Item field for each VAT rate, press F8 and select the required stock item.
  7. Assign an item to every tax code row.
  8. Press Ctrl + S or click Save.

Create Authorised Invoices

What This Option Does

When enabled, invoices exported to Xero are created as Authorised (Approved) automatically.
This removes the need to approve invoices manually within Xero and allows payment allocations to be synchronised immediately.
If this option is disabled:
  • Invoices are exported in an unauthorised state.
  • Users must approve invoices manually in Xero.
  • Payment allocations cannot be synchronised until approval has taken place.

Enable Create Authorised Invoices

  1. Enter Edit Mode by pressing Alt + E or clicking Edit.
  2. Tick Create Authorised Invoices.
  3. Press Ctrl + S or click Save.

Don't Export Payments

What This Option Does

When enabled, payments and payment allocations for pre-paid orders are not exported to Xero.
This option is useful where payment processing is managed separately or where only invoice information should be transferred to Xero.

Configuration Recommendations

RequirementRecommended Option
Reduce the number of stock items exported to XeroEnable Only Export Stock on Invoices
Export transactions in multiple currenciesEnable MultiCurrency
Simplify invoice exports using VAT summariesEnable Use Rollup Transactions
Prevent standard stock items being exported when using rollupsEnable both Use Rollup Transactions and Only Export Stock on Invoices
Automatically approve invoices in XeroEnable Create Authorised Invoices
Prevent payment exportsEnable Don't Export Payments


See Also


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