Advanced Features Training

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2 Table of Contents 1. Xero Integration... 3 a. Authenticating a Xero Session... 3 b. Setup General Ledger Accounts... 5 c. Importing the General Ledger to Xero... 7 Advanced Features Training Page 2

3 1. Xero Integration Xero is cloud-based accounting software for small and medium-sized businesses. An option to seamlessly map payroll data to the chart of accounts in Xero is available. The General Ledger Entry set-up is accessed differently than when interfacing with other accounting software and is therefore discussed separately. a. Authenticating a Xero Session The chart of accounts need to be set-up on Xero, before the user can allocate account numbers via access obtained from the General Ledger Report. Navigation: Company Menu>Reports>Costing>General Ledger Report Field return this report to me in the following format: please note you will be redirected to Xero for authentication, once authenticated your session will stay active for 30 min. Explanation Select Xero. Select Authenticate. The user will be prompted to be redirected to Xero. Due to system enhancements, the session will no longer expire. Select OK. Page 3

4 After loggin into Xero, the user can authorise access to the chart of accounts on Xero. Select Allow access. Once the access has been authenticated, the user will be returned to the General Ledger Report Parameters Screen displaying all the fields normally available from this screen. Select access gl account setup screen to initiate the process of allocating General Ledger Account and Contra Account Numbers. Page 4

5 b. Setup General Ledger Accounts Selecting access gl account setup screen, will navigate the user to the General Ledger Parameters Screen. The user will be able to add, edit, copy a General Ledger Entry. Tip Select Edit. Should a component not reflect on the General Ledger Parameters Screen, it will have to be added. Navigation: Company Menu> Allowances/Deductions/Fringe Benefits/Contributions>Payroll Components A dropdown list for gl account: and gl contra account: will be provided per component with the chart of accounts already added on Xero. Allocation to the correct accounts on Xero will ensure accuracy of financial statements. Page 5

6 Field back to gl report screen gl account: gl contra account: setup xero accounts Explanation Selecting this option, will return the user to the General Ledger Report Parameters Screen to export the general ledger report in the required Xero format. The relevant account and contra account numbers from Xero will reflect on the dropdown list. Select this link to view, edit or add to the chart of accounts on Xero. Selecting this icon will allow the user to specify the accounts to reflect on the GL Account and GL Contra Account dropdown list. The user may ignore all other fields on the General Ledger Parameters Screen and select Save once all account numbers have been allocated. Tip Should new components be added on the payroll after the General Ledger Entry for Xero was created, return to the General Ledger Entry from the Reports Menu and refresh the screen by editing and saving the General Ledger Entry. The user can then proceed to edit the General Ledger Entry by selecting the account numbers from the dropdown list. Page 6

7 c. Importing the General Ledger to Xero To import the general ledger to Xero, the user can select the General Ledger Report. Navigation: Company Menu>Reports>Costing>General Ledger Report Once the user has selected Xero as the format and authenticated access to Xero, the month can be selected and report can be executed. Should the total debits and credits not balance an error message will return: The user will have to navigate to the General Ledger Parameters Screen or use the Exception Report to confirm that every component that needs to be costed is allocated to an account and contra account number. Splitting Costs in Xero Any costing codes created on Xero should be added on the payroll. This can be accommodated on the Organisation Units or Project Costing Screen. Benefits using Xero Payroll data integrates seamless with Xero. Since the user selects the account number from the dropdown list, typing errors are eliminated. Own Notes Page 7

8 Own Notes Page 8