Exporting your daily sales information to Xero is easy. Simply check your cash up totals are correct, select your cash ups and press a button. Done!
But first, have you configured posBoss to talk to Xero?
Once configured, head to Cash Ups on the management site.
In case you're new to the cash up process, here's the guide:
On the Cash Ups page there are two ways of sending cash ups to Xero.
1 - Send to Xero from within the individual cash up
Select the cash up you want to check and send to Xero. You will need to expand the top row to access it, then click on the row to open.
The cash up window will open. Check over your totals. At this point you can edit your Actual takes if there are any incorrect totals.
After reviewing the information in the cash up process pages, if you agree with the totals and information recorded, you can send the cash up to Xero. This creates a Draft Sales invoice in Xero.
It is important to send only correct values to Xero. If you are not intending to bank the amounts you send to Xero then your posBoss iPad App and your cash up will not match your accounting system.
2 - Send multiple cash ups to Xero
If you are happy with more than one cash up and want to send them in a batch, you can do this from the main cash up page.
Select the cash ups you want to send by clicking the button on the left of the total row. This will send all cash ups for that day through to Xero. You can click on multiple days. Press the Send to Xero button when ready.
When the Xero transfer is complete, you will see the Xero symbol appear on the right of the row and the cash up will grey out (this may need a refresh of the page).
What gets sent through to Xero?
posBoss sends the following cash up figures through to Xero:
- Total Cash and Card Sales (posBoss take)
- Total Cash (posBoss take)
- Total Card (Eftpos + Visa + MasterCard posBoss take)
- Other Card (posBoss take)
- Petty Cash (Less Petty Cash Receipts Actual take)
- Sales Variance (the difference between posBoss take and Actual take)
Where can I see the posBoss information in Xero?
In Xero go to Draft Sales Invoices to see the Draft Invoice you just created. Go to Business > Invoices > Draft
Click on the Draft Invoice to open it
You can review it once again before approving the invoice. (Classic view shown below)
*Nb the tax rates shown below are New Zealand GST rates. Australian accounts will appear slightly different
Approving the invoice confirms the correct GST and adjusts the Sales amount. Now the Sales, Cash, Card, Variance and Petty Cash amounts appear in your Profit & Loss and Balance Sheet.
* Nb the tax rates shown below are New Zealand GST rates. For Australia the Tax Rate for Sales will be “GST on Income” and the other accounts will be “BAS Excluded”. GST will be calculated at 10%.
After Xero has imported your bank feeds you will have the cash, eftpos and card deposit amounts to reconcile against the posBoss Card Sales Holding A/c, the Posboss Cash Sales Holding A/c and the posBoss Other Card SalesHolding A/c. These holding accounts should total zero after the bank reconciliation has been completed. If the holding accounts contain balances then check the amounts you said would be banked as they will differ to what was actually banked.
For processing Petty Cash taken from the till you need to go into the Xero Expense Claim module, enter the expense against the correct expense account (Stationary, Office Expenses, Milk etc) and attach the receipt. When applying payment to that Expense Claim select the posBoss Petty CashHolding A/c instead of the Bank account and you are DONE!.