How it Works

EVOPOS uploads data into Xero as batch invoice, this invoice contains your sales, payments and optional inventory adjustment, the invoice will always total to zero saving you having to reconcile each invoice on Xero.


The batch invoice is uploaded when you perform the end of day / close batch procedure.


Payments received will adjust the appropriate suspense/clearing accounts, you can then reconcile your bank account with these accounts when the money is received.


The difference between your sales and payments will adjust the debtors/accounts receivable account.


If turned on, the batch will also contain lines to adjust your cost of goods sold and inventory valuation.



1 - Setting Up

To setup the integration we need to choose the Xero accounts you want EVOPOS to use for sales, cost of goods sold, inventory, debtors and payments. There are also some optional accounts for gift cards, finance settlements and stock adjustments.


When setting up the integration you will be prompted to allow EVOPOS to create some Accounts for you.


EVOPOS Setup

  1. In Evopos navigate to Settings\Integration's
  2. Create a new integration and name it Xero
  3. Choose the Xero Accounting format from the drop down list
  4. Click Save and then click the Xero Integration Settings button
  5. EVOPOS will now take you through creating a Xero private app
  6. Confirm your settings
  7. Click Save


Account Definition

Sales Accounts - By default we split your sales by the different item types you might sell, you can set these to different sales accounts or all to the one sales account.


Debtors - You will still be using Evopos for debtor control, if you put a sale on account, Evopos credits the debtor asset account. When you take a payment for an invoice on account, Evopos debits the debtor asset account and credits the appropriate payment asset account.


Stock on Hand Accounts - These asset accounts hold your stock valuation for items and units, Evopos will debit this account based on the cost of goods you have sold each time a batch invoice is uploaded, it is then credited each time you create a bill for a stock purchase.


Cost of Goods Sold Accounts – These accounts record your cost of goods sold, they are adjusted against your stock valuation when a batch is uploaded, and can also be adjusted when receiving customer ordered parts.


Gift Cards - This account keeps track of gift cards you have sold as a current liability.


Finance Settlements - If purchasing used units that have finance owing, the system will increase this finance settlement liability account.


Purchase Orders

Prompt to Upload - Defaults the purchase order to be uploaded to Xero


Bill Status - When a purchase order is uploaded into Xero as a bill, we can choose the status of that bill. Setting it as a draft bill allows your book keeper to confirm the bill before it effects the financials.


Expense/Credit Status - Same as above but when internal expenses are uploaded.


Stock Adjustments - This account is not currently used, but is planned to handle when stock is adjusted through stock take or manual adjustment.


Non Stock Item Expense - If you add a non stock item to a purchase order it will use this expense account rather than increasing your stock valuation, you can customise this account for each item.


2 - Conversion Balances

You will need to enter opening balances for your new accounts you have created.


These balances need to be correct as of the date you start upload information to Xero.


Balances

  • Evopos Debtors -  Total Debtors
  • Evopos Stock On Hand - Total Stock Valuation including Units

3 - Syncing with Xero


Uploading a Batch (Sales)

You can upload data to Xero at any point in time, we recommend you do this once a day to coincide with performing the end of day procedure (Close Batch).

  1. Navigate to Sales\Options
  2. Select the Close Batch tab
  3. Perform the end of day procedure in verifying payments
  4. Click Run
  5. Print or Save you batch report
  6. Evopos will then prompt you to upload to Xero


Uploading Previous Batches

  1. Navigate to Sales\Options
  2. Select the Prev Batch tab
  3. Select the batch you wish to upload
  4. Click Export
  5. Evopos will then prompt you to upload to Xero


Using Xero

Easily reconcile and manage your transactions in Xero.


Approving Invoices & Purchases

After uploading to Xero you will need to approve invoices and purchases, you can set the status in the integration settings so it is automatically approved.



Bank Reconciliation / Reconciling Payments

To reconcile our income payments we need to create a transaction using the Xero account we have linked to our payment method, if we are using a suspense account we use that one account for all our income payments (Cash, Card, Cheque, Direct Deposit/EFT/BACS, Suppliers Account)