How To: Carry Out the Initial Xero Setup

Table Of Contents

Before You Begin
Steps
Steps
What This Does
Steps
Result
Automatic Account Matching
Steps
Recommended Xero Accounts
Permissions Required
When to Refresh Xero Accounts
This guide explains how to configure the Xero integration within Khaos Control so you can begin exporting financial information to your Xero account.

Before You Begin

Before configuring the integration, complete the following preparation steps:
  1. Log in to your live Khaos Control database when performing all Xero setup and configuration.
  2. Create a Stock Adjust nominal account in Xero.
    • Account Type: Direct Costs
    • Tax Rate: No VAT
    This account is required for the Stock Adjust mapping within Khaos Control.
  3. Ensure a Sales Delivery nominal account exists in Xero.
    • Account Type: Revenue
    • Tax Rate: VAT applicable
    This account will be mapped to the Sales Delivery nominal in Khaos Control.
  4. Ensure a Purchase Delivery nominal account exists in Xero.
    • Account Type: Expense
    • Tax Rate: VAT applicable
    This account will be mapped to the Purchase Delivery nominal in Khaos Control.
  5. Ensure a stock item with the stock code: PDELIVERY exists in Xero and is mapped to the Purchase Delivery nominal account created above.
  6. If you are not using Rollup Transactions, create a non-stock-controlled, non-physical stock item in Khaos Control with:
    • Stock Code: PDELIVERY
    • Description: PDELIVERY
  7. The user performing the integration must:
    • Have Administrator permissions in Khaos Control.
    • Have access to System Bank Accounts.

Initial Setup

The following tasks must be completed when configuring the Xero integration for the first time:
  1. Enable Accounts Integration.
  2. Connect Khaos Control to your Xero organisation.
  3. Download Nominal and Tax Accounts from Xero.
  4. Apply the default Xero account mappings.
  5. Review and amend mappings where required.

Enable Accounts Integration

  1. Open:
    [ System Operations | Edit System Values | Accounts - General ]
  2. Tick the Accounts Integration checkbox.
  3. Save the changes.

Connect to Xero

Once Accounts Integration has been enabled, connect Khaos Control to your Xero account.

Steps

  1. Open an Accounts screen (show me how).
  2. Press F9 or click the drop-down arrow beside the toolbar button to open the Other Actions menu.
  3. Select: Xero Integration
  4. Click Actions and choose: [Connection] Connect
  5. Khaos Control will open the Xero login page in your web browser.
  6. Sign in using your Xero account credentials.
  7. Approve the connection when prompted.

Download Nominal and Tax Accounts

Khaos Control needs to retrieve your Xero nominal and tax account information before mappings can be configured.

Steps

  1. Open the Accounts screen.
  1. Open the Other Actions menu.
  2. Select: Xero Integration
  3. Click Actions and choose: [Setup] Get Nominal and Tax Accounts

What This Does

This process:
  • Downloads the nominal and tax accounts currently configured in Xero.
  • Makes those accounts available for mapping within Khaos Control.
Note
This process does not automatically create nominal accounts in Khaos Control.
Any nominal accounts you intend to map must already exist within Khaos Control.
Note
If you add new nominal accounts in Xero in the future, you will need to repeat this process so the new accounts become available for mapping.

Apply the Default Setup

After retrieving the Xero account information, you can apply the default account mappings.
Important
If you have not yet created the Stock Adjustment account in Xero, complete that first and run Get Nominal and Tax Accounts again before continuing.

Steps

  1. Open the Accounts screen.
  1. Open the Other Actions menu.
  2. Select: Xero Integration
  3. Click Actions and choose: [Connection/Setup] Apply Default Setup
  4. Confirm the warning message.

Result

Khaos Control will automatically map:
  • Nominal Defaults
  • Stock
  • Stock - COS (Cost of Sales)
where matching Xero accounts are found.

Automatic Account Matching

The default setup process looks for the following Xero account names:
  • Inventory
  • Cost of Goods Sold
  • Stock Adjustment
  • Sales
  • General Expenses
Note
If any of these account names have been renamed in Xero, automatic mapping may not complete successfully and manual mapping may be required.

Manually Maintain Nominal Mappings

If you use different account structures or wish to change any of the default mappings, you can configure them manually.

Steps

  1. Press Alt + E or click Edit.
  2. Locate the nominal mapping you wish to change.
  3. Select the drop-down list beside the mapping.
  4. Choose the required Xero nominal account.
  5. Repeat for any additional mappings.
  6. Press Ctrl + S or click Save.

Additional Information

AccountRecommended Type
Stock AdjustmentDirect Costs
Sales DeliveryRevenue
Purchase DeliveryExpense

Permissions Required

Only users with:
  • Administrator permissions
  • Access to System Bank Accounts
can successfully configure Xero integration settings.

When to Refresh Xero Accounts

Run Get Nominal and Tax Accounts whenever:
  • New nominal accounts are created in Xero.
  • New tax codes are added.
  • Existing account mappings need updating.


See Also


Did you find this article helpful?