Xero Financial Integration

The Xero File

Redcat Polygon can integrate with an online Xero accounting database.   

How it works

The integration between Redcat Polygon and Sage creates a mapping between the Chart of Accounts in each program, including instructions on which Tax (GST, VAT) types are relevant to each account.

Information contained within the sales reset from the POS is posted to Xero when the reset is processed in Polygon POS Management in the form of a Draft Manual Journal – for users running perpetual stock this will include the Asset | Cost journal relevant to stock decrementation.

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Considerations for Redcat General Ledger Account Structure

The 'split revenue methodology' of the financial integration means that clients are not required to have a Tax inclusive and Tax free version of general ledger accounts. 

However, some clients may want this for reporting purposes.  For example:

4-1103  Sales

4-1104  Sales - Tax Free

If you create general ledger accounts in this way and assign the PLUs to the relevant ledger account, please be aware that programming mistakes (for example, a tax inclusive PLU assigned to the tax free ledger account) will not cause the integration to fail when processing the reset.

The programming can be corrected, and any back adjustment required should be made in the Xero database.

Paid Out Expenses

The same methodology applies to Paid Out transactions entered at the POS.

This means you may have a mix of tax inclusive and tax free Paid Out buttons programmed to the same ledger account (perhaps to the Expense account 5-2001 Miscellaneous Expenses).

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Revenue Assignment for Instruction PLUs with Dynamic Tax Type

The PLU Category setting Inherit the [Tax] Type from parent item for instructional PLUs allows clients to utilise one set of Instruction PLUs to apply to different menu items (eg. Add Extras, etc). If the parent item does not attract tax, the instruction will also be recorded without tax regardless of the tax type programmed for the instruction PLU. 

With the Xero Financial Integration, Instruction PLUs that Inherit the [Tax] Type from parent item will also inherit the revenue account of the parent item.

This will only occur when:

• The instructional PLU is assigned to a category where the Inherit the [Tax] type from parent item is enabled.
• The instructional PLU is sold with a parent item.
• The instructional PLU has a $ value.
• The Polygon POS Management database has a financial integration enabled.

If an instructional PLU assigned to a category where the Inherit the [tax] type from parent item is enabled is sold with a parent PLU with a split revenue assignment, the revenue account inherited will be the default revenue account assigned to the parent.

If a PLU in the category is sold without a parent item, the tax type and revenue account programmed for that PLU will apply.

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Software Module Setup

Redcat Implementations or Support staff will facilitate the setup of the correct modules and walk you through the process to authorise the authentication between Redcat Polygon and Xero.

As part of the installation process, they will also facilitate the following settings and programming. We have included them here for your information and future reference.

Polygon POS Management Setup

Under File | Application Settings | External System Interfaces

• Choose Xero Interface | General
• Ensure Enable the Xero interface module is on
• In the Xero tax codes field, enter the account tax codes required for mapping, followed by pipe separators (with no extra spaces). These will become available in the External Tax Code pick list.

You can copy the Xero tax codes applicable to the UK below.
20% (VAT on Income)|Zero Rated Income|No VAT|20% (VAT on Expenses)|Zero Rated Expenses

You can copy the Xero tax codes applicable to Australia below.
BAS Excluded|GST Free Expenses|GST Free Income|GST on Expenses|GST on Income

• Interface API root URL:
       /api/v1/interfaces/xero
•  GL posting URL:
        /api/v1/interfaces/xero/sync

• Use the select icon next to Polygon/Xero GL account assignment.

  • Press the select icon in the left column, this will display a list of Xero accounts for this client, which are retrieved via API.

• • Select the relevant Xero GL account, set the most relevant tax code for this account (the split methodology will send a mix of tax inclusive and tax free  if required), then select from the right-side list to apply the corresponding Redcat GL account.
  • Continue until all relevant accounts are mapped and use the OK button to save.
• In the Interface Timeout field, enter the amount of time (in seconds) that the system will wait for a response before deeming the posting to have timed out.

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Processing Resets

With the module correctly enabled, posting from Redcat to Xero will occur automatically when sales resets are processed in the Revenue Download screen or via the auto-download and processing service.

If a Redcat account is detected in the GL Reference of a sales reset, which has not been mapped to an external Xero account as per the section above, the following errors will be displayed specifying the offending account(s):

The reset will not be processed in Polygon POS Management until this is rectified. Follow the steps above to map the account correctly then return to Revenue Download to attempt the process again.

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Reset Corrections

If a client requests the Support team to change a reset and reprocess it, the recommended process is as follows:

1. The client identifies and deletes the relevant journals created by this sales reset in Xero.
2. Redcat Support performs reset correction as per the standard process in Polygon POS Management.
3. Either the client or Redcat Support re-processes the corrected reset.
4. The client verifies the correct result in Xero.

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