Mapping or creating general ledger accounts and payment types to the Xero chart of accounts. Loading opening stock/inventory value to Xero.



TABLE OF CONTENTS

Account Mapping

The Accounts section is where the SAM general ledger accounts and payment types are mapped to your Xero chart of accounts.
Select the View button and then the Refresh button to download and display the latest Xero chart of accounts for your organisation.

Next use the dropdown menu to select and map the Xero code to the SAM account.


If an account is missing in Xero there is a quick option of using the Create button to create the required account in Xero and map it to SAM.

If the Xero account code is already being used, try typing a new (spare) account code. SAM will check its availability in Xero.


You cannot create Xero accounts that have the same Account Name as an existing Xero account


Payments

Payments between SAM and Xero use a Clearing account method. All payments are posted into a Xero clearing account. When reconciling your Xero bank account the clearing account is used to map to any monies received for invoices paid in SAM.

The clearing account method allows SAM to process a payment with fees and discounts which would normally be required to be applied to the invoice before a payment was made.


All payment methods should link to the same clearing account for ease of use, with the exception of the Direct payment type. Direct (Direct Credit) can be linked to the required Xero bank account as there are no options to add fees or discounts to this payment type in SAM.


Additional payment types can be loaded via the Maintenance, Payment types menu.


Labour Sales

All technician labour sales (on invoices) will post to this account code in Xero.
The selection list will only display Xero Revenue type codes.

Parts Sales

All parts and purchase order sales, excluding Outwork sales will post to this account code in Xero.
The selection list will only display Xero Revenue type codes.


Outwork Sales

All outwork purchase order sales will post to this account code in Xero. Outwork is defined as a service supplied by a 3rd party, for example a radiator repair, or brake disc machining. The outwork line on a purchase order will have no part number.
The selection list will only display Xero Revenue type codes.

Discounts

All job/invoice global discounts and discounts applied to payments will post to this account code in Xero. These types of discounts are not applied to individual line items and simply reduce the invoice total.
The selection list will only display Xero Revenue type codes.

Payment Surcharge/Fee

All payment fees will post to this account code in Xero. An example of a payment fee is a customer paying by Visa and you apply a 2.5% surcharge on the payment.
The selection list will only display Xero Overheads type codes.


Rounding

All payment rounding e.g. Cash rounding will post to this account code in Xero.
The selection list will only display Xero Currliab type codes.


Cost of Sales (COS)

SAM uses a COS (Cost of Sales) method for inventory in Xero. Parts purchased increase Inventory (stock on Hand) and parts sold reduce inventory and increase COS.
The selection list will only display Xero DirectCosts type codes


Labour sales will have no COS. This cost should be accounted for in the Xero system when coding the technician wages 
e.g. Technician wages = Labour COS


Stock on Hand (Inventory)

SAM uses a COS (Cost of Sales) method for inventory in Xero. Goods purchased increase Inventory (stock on Hand) and goods sold reduce inventory and increase COS.

The selection list will only display Xero Current type codes.

There is an option to transfer your opening parts stock valuation to Xero. This is a one-off use. Make sure you have imported all of your opening stock into SAM before running the Transfer Balance option.





The resulting entry is created in Xero as a manual journal.

It is highly recommended that your accountant is notified of this journal as they may want to move or reverse it out of the COS account



Alternative methods for uploading the opening Inventory (stock on Hand) value:

Import or load your opening stock into SAM with no on-hand totals and then perform a stock take in SAM. The result will create an adjustment journal to Xero .
Stock On Hand + Stock Adjustments  -

OR
You can manually create the opening stock journal in Xero with the help of your accounts person.


Stock Adjustments

All parts stock adjustments including stocktake adjustments will post to this account code in Xero.

Stock adjustments will create a Manual Journal in Xero to the Inventory (stock on Hand) code and the Stock Adjustments (DirectCost) code.

The selection list will only display Xero DirectCosts type codes.


Work in Progress (WIP)

When a purchase order for procured parts or outwork is finalised for a job, it is coded to this code in Xero.
When the job is invoiced it takes it out of WIP and moves it to COS.

The selection list will only display Xero Current type codes.

 

 

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