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How To Use Xero Tracking Categories

xero tracking categories

Project settings will override any Contact or User options. If you have Items setup for certain type so of work, you could set these up for each of your MinuteDock Tasks. Where if the item has this name in the title it would unearned revenue have this tracking cat … or … maybe I should have different zaps for each cat …. These Tracking Categories and sub-categories can be setup in RMS to be included in the exported file to Xero against all relevant transactions.

xero tracking categories

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🡪 Any role rates that are sent directly to the pay slip, as the timesheet does not allow a rate override, will not be tracked. 🡪 Any rate overrides that are sent directly to the pay slip, as the timesheet does not allow a rate override, will not be tracked.

Interactive Map

You would need to go to Xero and ensure that tracking categories are set up and active for the organisation you have connected. Alternatively, you can connect to a different Xero organisation with active tracking categories. Alternatively, you can remove a tracking option already set on a client by selecting the “None” option from the dropdown menu. Using the dropdown menu, select an option for each tracking category. Once this is done, whenever a non-reimbursable expense with the merchant is exported, the mapped Xero vendor will be the payee of the bank transaction. Once this is done, whenever a reimbursable expense created by the user is exported, the mapped Xero vendor will be the vendor of the bill.

You can also add tracking options to the import file when you import fixed assets into Xero. Assign a tracking option to transfers you make between bank accounts. You can have up to 100 tracking options for each tracking category. You can use a combination of Xero general ledger account codes and Xero tracking categories to extend the integration between WorkflowMax and Xero. You may have a situation where re-coding all the system transactions to use tracking categories is too BIG a job.

If you have separate GL accounts for your divisions then you can use Bi4Cloud GL Custom List Tags to categories each account and then use these as analysis dimensions. Within Xero the Profit and Loss reports can be setup to run for one or more tracking category and options eg. Once refreshed Bi4Cloud provides reporting of these tracking categories in reports. This permits reporting by all the transaction dimensions in various formats including Pivot by each of the Tracking Categories. The video below shows how to use several of these options in action.

Importing Tracking Category Data From Xero

A well-structured chart of accounts is crucial to clear annual financials to be used for compliance needs. But to make the move into management accounting and advisory services, more insight is needed into all the component parts of a business. Today we are going to give an introduction to using tracking categories, along with some examples of how they can be deployed and what the potential benefits are. Now, when a Sales Order invoice is pulled from QuickBooks Commerce into Xero, the field for tracking category on your Xero account will be populated with the relevant information automatically. You don’t have any active tracking categories for the Xero organisation you connected with Practice Ignition. It could be that the tracking categories have not yet been set up in Xero, or they have been set up but have since been deleted or archived.

If you do not have a client list yet, you can assign the tracking categories when you are importing your clients for the first time. If at any time you want to change a tracking option already set on a client, you just need to repeat the above steps selecting a different tracking option from the dropdown menu. You’ll then see the active tracking categories you’ve set up in Xero with a dropdown menu below each. If you’re on a Professional or Scale plan, you can set tracking categories on your clients in Practice Ignition and they’ll automatically be included on your invoices in Xero.

  • Expandly comes with a Xero eCommerce integration that, among many other things, allows you to map certain order information to your Xero tracking categories.
  • When we look at her overall profit and loss account things look pretty good and she’s making a nice profit.
  • You’ll then see the active tracking categories you’ve set up in Xero with a dropdown menu below each.
  • Assign a tracking option to transfers you make between bank accounts.
  • So if you have, for example, 6 tracking codes you will need to create 6 budgets and 6 P&L each filtering for the particular tracking category option.

This allows not just a one-dimensional or even two-dimensional data array, to a full three-dimensional data array. Think of moving from one face of a Rubiks cube to the full cube – you can turn it to see different aspects of the data set, or even twist and turn it to see different combinations. Select the appropriate property on QuickBooks Commerce and match it to its respective tracking category. Let’s add a Shirt as one of your options by clicking on Add another option. Tracking options already set on your clients can still be bulk exported from Practice Ignition. You will no longer be able to set/update tracking categories on your clients in Practice Ignition. It’s possible that there is a data sync delay between Xero and Practice Ignition.

After you’ve chosen the data you would like to import, export and map, click Save. The data that you’ve chosen to import, export and map will be auto-synced once a day. You can also do instant sync by clicking the Instant Sync button in the Xero integration page. Assign a tracking option to new transactions such as invoices, bills, quotes, purchase orders, spend money and receive money transactions, and transfer money transactions. You can set up a tracking category with tracking options however you want, so we’ll use an example to show you how it works. Xero uses tracking categories and options instead of department codes or cost centres.

Knowing exactly which areas of your business income is coming from, and just as importantly where you’re spending money, enables you to make proactive business decisions. The category options are then synced to Scoro as accounting objects. The Wise-Sync integration allows for Tracking Code information to be sent to the Xero invoice with the correct setup in place. For this to work, Tracking must be enabled in Wise-Sync, Tracking Codes must be set in Xero, and the proper Tracking Codes must be entered in the GL Mappings. From the timesheet categories drop down, select the newly created list and save.

Change The Tracking Categories Being Imported

On your Xero account, you are able to create up to two categories, each with as many options as you need. An example of a tracking category name would be Product Type. Options you could include under this category could be, Shirt, Dress, Watch, etc, to reflect the revenue-generating products in your business.

xero tracking categories

Using the Xero advanced settings, you can add up to two different tracking categories and 100 different subcategories. Just select the tracking category when creating new transactions for the contact. Let’s say you’re a business with seven work locations. You can track sales at each location by setting up a tracking category with tracking options for each location. In the accounts and taxes page of A2X, we now have the option to assign a tracking category per transaction type category, or even per transaction line. In this example, we would also like to be able to track the sales on a per country basis, without having to add extra ledger accounts in our accounting system. So we have set up another tracking category in Xero with the options of NZ, AU, US and CA, being the countries we are selling into.

Link Xero general ledger data to your Excel spreadsheet. Refresh your spreadsheet with current Xero data, by simply recalculating your sheet. Visualise the impact of today’s decisions on tomorrow.Reporting Visible 12 Reporting Build beautiful updates, reports and dashboards for team members and investors. Accountant tools, Reporting OverSight 1 Accountant tools, Reporting The simple way to retain clients and grow your advisory business. From there, they can be assigned to the required role. See the related articles section “Xero | Initial Integration Setup + Application Sync” for further information. Click Add Tracking Category to create new tracking categories in Xero.

East West Division Xero

First, you will need to ensure that your categories are set up on your Xero account. Login to your Xero account and click on Tracking under General Settings. Go to Clients on the left panel and click the Export button. You’ll receive an email with a download link to open the export file in a spreadsheet. Learn how to use the ledger account feature on clients and invoices that can be pushed from Practice Ignition to Xero.

Accounts Receivable

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Whatever your business, using tracking categories will help you learn much more about it. Assign tracking options to an employee or an employee timesheet to track payroll expenses by employee groups. Assign a tracking option to a budget you’ve created in Budget Manager. You can add the default accounting object to each product under the product settings. If the product does not have an accounting object linked to it, add it directly on the invoice. Right now, it creates the invoice, but I still have to go in an adjust the tracking category and the account.

Expandly comes with a Xero eCommerce integration that, among many other things, allows you to map certain order information to your Xero tracking categories. Orders from across your sales channel will then automatically be assigned to the correct sub-category within that category. Once your tracking categories have been set up , you’ll see that you now have an action column when adding sales invoices or purchases, so that you can tell Xero how each item should be treated. In the image below we can see how an invoice from Clara to one of her clients might look.

Updating Tracking Categories One

We suggest you either wait one business day before trying again or trigger a manual sync by going to Apps → Xero → clicking the Sync button. For reimbursable expenses, reimbursement has to be recorded manually after making the reimbursement in Xero. Click the edit button at the right side of the merchant you want to map with the Xero vendor. Let’s take a look at how you can export the reimbursable and non-reimbursable expenses from Zoho Expense to Xero. Click theblue settings cogto setCategory specific rulessuch as default tax rate, maximum amount, receipts required, comments and comment hints. The option of batching invoices to avoid Xero’s soft transaction limit. Whether you’re looking for someone to manage your business finances, or just a helping hand to make sure you’re on the right track, The Number Ninja can help.

Author: Anna Johansson

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