Accounts Integration
Table Of Contents
Khaos Control includes an Accounts Integration feature that allows you to exchange accounting data with supported accounting packages, including Xero and QuickBooks.
The integration is designed to allow operational processes such as sales, purchasing and stock management to remain within Khaos Control, while financial processing can be completed within your chosen accounting package.
The integration is designed to allow operational processes such as sales, purchasing and stock management to remain within Khaos Control, while financial processing can be completed within your chosen accounting package.
Accessing Accounts Integration
What Can Be Synchronised?
The integration allows selected accounting information to move between Khaos Control and your accounting software.The following data can be synchronised:- Sales Invoices
- Customer prepayments (for example, card payments taken against Sales Orders)
- Purchase Invoices
- Credit Notes
- Customer records associated with synchronised documents
- Supplier records associated with synchronised documents
- A limited number of stock records
Important: We do not recommend synchronising stock items with your accounting package.
The integration allows selected accounting information to move between Khaos Control and your accounting software.
The following data can be synchronised:
- Sales Invoices
- Customer prepayments (for example, card payments taken against Sales Orders)
- Purchase Invoices
- Credit Notes
- Customer records associated with synchronised documents
- Supplier records associated with synchronised documents
- A limited number of stock records
Important: We do not recommend synchronising stock items with your accounting package.
Integration Summary
The standard workflow is:
Data Type Direction Sales Invoices Khaos Control → Xero / QuickBooks Customer Prepayments Khaos Control → Xero / QuickBooks Sales Payments Xero / QuickBooks → Khaos Control Purchase Payments Xero / QuickBooks → Khaos Control Credit Note Allocations Manual in both systems Journals Accounting package only
The standard workflow is:
| Data Type | Direction |
|---|---|
| Sales Invoices | Khaos Control → Xero / QuickBooks |
| Customer Prepayments | Khaos Control → Xero / QuickBooks |
| Sales Payments | Xero / QuickBooks → Khaos Control |
| Purchase Payments | Xero / QuickBooks → Khaos Control |
| Credit Note Allocations | Manual in both systems |
| Journals | Accounting package only |
How Payments Work
Customer Prepayments
Customer prepayments taken against Sales Orders are exported from Khaos Control.Examples include:- Credit card deposits
- Advance payments
- Part payments
These payments:- Upload to Xero or QuickBooks.
- Automatically allocate against invoices that were previously exported from Khaos Control.
- Correctly handle split shipments where multiple invoices are created from a single Sales Order.
Note: Payments cannot be exported until the related invoice exists in the accounting package.
These prepayments are the only payments exported from Khaos Control.
Customer prepayments taken against Sales Orders are exported from Khaos Control.
Examples include:
- Credit card deposits
- Advance payments
- Part payments
These payments:
- Upload to Xero or QuickBooks.
- Automatically allocate against invoices that were previously exported from Khaos Control.
- Correctly handle split shipments where multiple invoices are created from a single Sales Order.
Note: Payments cannot be exported until the related invoice exists in the accounting package.
These prepayments are the only payments exported from Khaos Control.
Payment Imports
Payments created within Xero or QuickBooks can be imported into Khaos Control.This includes:- Customer payments
- Supplier payments
Imported payments will:- Create the corresponding transaction in Khaos Control.
- Automatically allocate to the original invoice where possible.
Payments created within Xero or QuickBooks can be imported into Khaos Control.
This includes:
- Customer payments
- Supplier payments
Imported payments will:
- Create the corresponding transaction in Khaos Control.
- Automatically allocate to the original invoice where possible.
Creating Payments in Khaos Control
When Accounts Integration is enabled:- Users should not create payments directly in Khaos Control.
- Payments should be created within the accounting software.
If the integration is disabled and a payment is entered in Khaos Control:- The payment will remain in Khaos Control.
- The payment will not be synchronised with the accounting package.
When Accounts Integration is enabled:
- Users should not create payments directly in Khaos Control.
- Payments should be created within the accounting software.
If the integration is disabled and a payment is entered in Khaos Control:
- The payment will remain in Khaos Control.
- The payment will not be synchronised with the accounting package.
Credit Notes
Credit Notes themselves can be synchronised.However:Credit Note allocations are not synchronised in either direction.
This means allocations must be completed manually in:- Khaos Control
- Xero or QuickBooks
The allocation process must therefore be maintained in both systems to ensure balances remain correct.
Credit Notes themselves can be synchronised.
However:
Credit Note allocations are not synchronised in either direction.
This means allocations must be completed manually in:
- Khaos Control
- Xero or QuickBooks
The allocation process must therefore be maintained in both systems to ensure balances remain correct.
How the Integration Is Used
A document only becomes available for export once it has been fully posted within Khaos Control.
A document only becomes available for export once it has been fully posted within Khaos Control.
Sales Documents
The following can be exported:- Issued Sales Invoices
- Credit Notes
The following cannot be exported:- Quotations
- Proforma Orders
This is because neither document type is a financial invoice.
The following can be exported:
- Issued Sales Invoices
- Credit Notes
The following cannot be exported:
- Quotations
- Proforma Orders
This is because neither document type is a financial invoice.
Purchase Documents
Purchase Invoices become available for export once posted within Khaos Control.
Purchase Invoices become available for export once posted within Khaos Control.
What Should Be Done in Your Accounting Package?
Although Khaos Control contains a fully accredited accounts module, when using an external accounting system certain activities should always be performed there.Recommended accounting package activities:- Customer payments on account
- Supplier payments on account
- Bank reconciliation
- Journal entries
- VAT returns
- Tax submissions
- Debt management activities
Although Khaos Control contains a fully accredited accounts module, when using an external accounting system certain activities should always be performed there.
Recommended accounting package activities:
- Customer payments on account
- Supplier payments on account
- Bank reconciliation
- Journal entries
- VAT returns
- Tax submissions
- Debt management activities
SP Ledger Entries
SP Ledger transactions may be created in either system.However:SP Ledger entries created directly in your accounting package will not import into Khaos Control.
SP Ledger transactions may be created in either system.
However:
SP Ledger entries created directly in your accounting package will not import into Khaos Control.
Stock and Cost of Sales
Stock and Cost of Sales postings are handled outside of the integration.The following nominal accounts are never used by the integration:- Stock
- Inventory
- Cost of Sales (CoS)
Whether these accounts are mapped or not makes no difference to the synchronisation process.
Stock and Cost of Sales postings are handled outside of the integration.
The following nominal accounts are never used by the integration:
- Stock
- Inventory
- Cost of Sales (CoS)
Whether these accounts are mapped or not makes no difference to the synchronisation process.
Responsibility for CoS
Managing Cost of Sales remains the responsibility of the accounting package.To assist with this process, Khaos Control provides the [ Accounts | Trial Balance ]screen, which can be used to obtain the values required for accounting adjustments.
Managing Cost of Sales remains the responsibility of the accounting package.
To assist with this process, Khaos Control provides the [ Accounts | Trial Balance ]screen, which can be used to obtain the values required for accounting adjustments.
What Should Be Done in Khaos Control?
The following operational processes should always be performed in Khaos Control:
The following operational processes should always be performed in Khaos Control:
Sales Processing
- Create Sales Orders
- Issue Sales Invoices
- Create Credit Notes
- Produce customer copies of invoices and credits
- Create Sales Orders
- Issue Sales Invoices
- Create Credit Notes
- Produce customer copies of invoices and credits
Purchasing
- Create Purchase Orders
- Process Goods In
- Post Purchase Invoices
- Create Purchase Orders
- Process Goods In
- Post Purchase Invoices
Customer and Supplier Management
- Maintain operational trading records
- Manage order processing
- Control fulfilment activities
Because Khaos Control holds the complete order history, documents generated from Khaos Control will always contain the most accurate product, order and fulfilment information.
- Maintain operational trading records
- Manage order processing
- Control fulfilment activities
Because Khaos Control holds the complete order history, documents generated from Khaos Control will always contain the most accurate product, order and fulfilment information.
Best Practice
For the most reliable integration:- Create Sales Invoices in Khaos Control.
- Create Purchase Invoices in Khaos Control.
- Allow invoices to export to your accounting package.
- Record payments within Xero or QuickBooks.
- Import payments back into Khaos Control.
- Perform journal entries within the accounting package.
- Complete VAT reporting within the accounting package.
- Allocate Credit Notes manually in both systems.
Following this approach ensures both systems remain synchronised while allowing Khaos Control to remain the operational system of record and your accounting package to remain the financial system of record.
For the most reliable integration:
- Create Sales Invoices in Khaos Control.
- Create Purchase Invoices in Khaos Control.
- Allow invoices to export to your accounting package.
- Record payments within Xero or QuickBooks.
- Import payments back into Khaos Control.
- Perform journal entries within the accounting package.
- Complete VAT reporting within the accounting package.
- Allocate Credit Notes manually in both systems.
Following this approach ensures both systems remain synchronised while allowing Khaos Control to remain the operational system of record and your accounting package to remain the financial system of record.