Hence it is RECOMMENDED that one familiarises oneself with the XERO Export first before continuing to read this document any further. Given the SwiftPOS PRO XERO Export is primarily the same as the XERO Export, with the exception of a couple of differences, this document is aimed only to highlight the areas of difference. Once mapped, transactional data exported include the appropriate Tracking Categories, thus providing a financial view (in XERO) of the different areas of the business. Tracking Categories are setup in XERO and imported and mapped to SwiftPOS Locations and Master Groups. However, now Tracking Categories are included in the exported data. In the same way as with XERO, the XERO PRO feature exports SwiftPOS Sales, Stock Movements, Supplier Invoices and Terminal Cash Off Variances to XERO using the XERO API. These areas maybe Departments, Cost Centres or Regions. This maybe useful to larger Venues, like Clubs and Pubs and provides sites to track transactional data and hence provide a site with the ability to view the performance of different areas (Tracking Categories) of their business. The XERO PRO export is an advanced version of the XERO export feature, and provides the ability to include XERO Tracking Categories as part of the exported data. Create all of his projects to sit under this placeholder department.Back Office > Data Export > Data Portal > XERO PRO In the example below, we have called this 'No Departments'.ģ. As the second tier he will need to create a placeholder department. ![]() Create the Account tier (in this example, 'Wages') and assign the Accounting Code as normal.Ģ. To set up a 3-tier structure with a placeholder department in Smartly, Keith will need to:ġ. He will not need to set up Tracking Categories in Xero. This means that the project name will still be displayed in the Description column and the Account will be assigned correctly - but the Tracking Category will be ignored. To use the feature, he will need to set up a placeholder Tracking Category at the Tier-2 level so that the information can flow through to the right place in Xero. However, he still wants to use this costing structure so that he can assign labour costs to different projects. Keith has an engineering business that does not have any departments. ![]() Scenario 4: Tracking hours by Project/Job only You can set up as many first tiers as necessary if you use multiple accounting codes. If nothing has been entered, add it here. Click on the edit icon and check the number in the Accounting Code field. ![]() To check these are entered correctly in Smartly, go to Company Details > Department/Jobs and hover over the tier you are interested in. You can find these in Xero under Accounting > Chart of Accounts. ![]() The account codes that you enter into Smartly must reflect those in your Xero Chart of Accounts. Make sure your Account and Tracking Category names in Smartly are mapped to your Xero account To set up your cost structure in Smartly, refer to our Labour Costing guide to find out more about setting up your costing structure.ġ. Account: These are your highest-level cost allocations such as Wages or Bonuses.Ģ. Tracking Category: This lets you break your labour costs down further by team or department for example.ģ. Project/Job: Details related to specific projects or jobs.
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