Xero Integration

Overview

The Xero integration turns an outlet shift into one invoice in your Xero books: the shift's sales, tax, service charge and rounding, and how the shift was paid, grouped by payment method. That saves re-typing each day's takings into Xero.

You map Rewardly's accounts and payment methods to your Xero accounts once for the whole merchant. Every outlet then uses the same mapping.

How it works

• The mapping is on the Xero tab of the merchant profile (Merchants → Edit merchant → Xero). Only a merchant admin sees the tab.
• You send a shift to Xero from the Shift Report (Sales › POS › Shift Report): the Create Xero report action in that shift's Xero column creates the invoice. Nothing is sent to Xero automatically.
• The Xero tab has three groups of mappings:
  • Base Accounts — where the sale itself is booked: Sales, Tax, Service Charge and Rounding.
  • Main Payment Methods — Cash, Loyalty, Store Credit and Grab (for Grab orders). Each maps to a bank account in Xero.
  • Other Payment Methods — one row per payment method you accept (PayNow, card, and so on).

Default setup

Bean & Brew example: connect the business to Xero and map the required accounts.

1. Merchants → click the Edit icon on your merchant.

2. Open the Xero tab (visible to merchant admins only).

3. Pick the Tax Type that matches how your Xero file is configured.

4. Map the Base Accounts:

   Row	Xero account types offered	Typical choice
   Sales Account	Revenue	Your main sales income account.
   Tax	Current liability	GST / tax collected.
   Service Charge	Current liability	Service charge collected.
   Rounding	Revenue or current liability	Cash rounding differences.

5. Map the Main Payment Methods to bank accounts:

   Row	What it receives
   Cash	Cash takings.
   Loyalty	The value of the points customers spent.
   Store Credit	The value of the store credit customers spent.
   Grab (for grab order)	Payments for Grab orders.

6. Map each of the Other Payment Methods (PayNow, card, Fiuu and so on).

7. Click UPDATE XERO SETTINGS to save the mapping, then Save the merchant record.

Set Tax Type first

The Tax Type at the top of the panel determines which Xero tax rates show up on each sale line — set it before mapping the Sales / Tax accounts.

Advanced

Sending a shift to Xero

In Sales › POS › Shift Report, each shift has a Create Xero report action in the Xero column. It sends that shift to Xero as one invoice: sales by order mode, discounts, tax, service charge and rounding, with the shift's payments recorded against it, grouped by payment method.

Disconnecting

The DISCONNECT button at the bottom of the Xero panel unlinks the integration for the whole merchant — every outlet at once. Shifts cannot be sent to Xero until you reconnect.

One mapping for every outlet

There is one Xero mapping for the entire business, so you only set it up once — and you cannot point one location at a different Xero organisation or account. Invoices are still raised per outlet shift, but they all draw on the same set of mapped accounts.

Loyalty & store credit

Points and store credit that customers spend in a shift reach Xero as payments into the bank-type accounts you map on the Loyalty and Store Credit rows. Issuing points or store credit is not sent to Xero, so Xero does not track the unredeemed balance; use the member balances in Rewardly for that.

Related

• Merchant Settings — the business-wide settings that Xero sits alongside.
• Payment Methods — every method here must be mapped on the Xero tab.
• Payment Reports — the same totals Xero is reconciling against.