How it Works

EVOPOS uploads data into Xero as batch invoice, this invoice contains your sales and payments and will always total to zero, this saves 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 asset accounts, you can then reconcile these asset accounts with your bank accounts.


EVOPOS can also create a Xero Bill to adjust your cost of goods sold and your stock in hand.



1 - Setting Up

When we are linking with Xero we are matching the chart of accounts in Xero to the Nominal Ledger in Evopos, we have to match the codes between the two systems for payments, sales, debtors and inventory. By doing this Evopos can upload the data into the correct place in Xero.


Xero provides some default nominal accounts, here are the ones you will need to create:

  • Evopos Debtors
  • Evopos Stock On Hand
  • Asset Account for each payment method or suspense account


You will be prompted to allow Evopos to create these Accounts for you when first setting up the Xero integration using the instructions below.


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. Choose the batch mode option
  7. Confirm your settings
  8. Click Save



Account Definition

Sales - This is where Evopos puts sales data when uploading to Xero, this is a default account Xero provides, you do not have to change this field.


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 - This asset account holds your total 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. This account will also be used when Evopos creates a Bill in Xero for your purchase orders.


Cost of Goods sold – This is another account that Xero provides by default now, you should not need to change this.


Status’s

When Evopos uploads the data it can create the data with different status’s which are used in Xero, choosing draft means that the user will need to log into Xero and approve that data before it will appear on their reporting.


Integration Type

Batch upload is the only integration type at this time.



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. For example: If you are swapping over to Xero on the 1st of July, you will need the balance as of the end of day on the 30th of June.


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 Old 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)