External Accounting: Configure Fueltorque for Xero

Departments

Each Department in Fueltorque is associated with GL codes in the accounting system. GL Codes are:

• Sales GL code. The corresponding Revenue GL code in Xero against which sales revenue for this department is accounted
  
• Cost of Sales GL code. The corresponding Direct Costs GL code in Xero against which sales cost of sales for this department is accounted
  
• Stock on Hand (inventory value) GL code. The corresponding Current Asset GL code in Xero against which stock movements for this department is accounted

Once a Fueltorque department is associated with its GL code in Xero, the department view shows the GL codes associated to each department.

Before commencing any trading, ensure ALL departments are correctly associated with Xero GL codes.

Payments

In order to synchronise local account payments in Xero with the Fueltorque local accounts, a payment method of Direct Credit must be configured against which the payment is allocated within Fueltorque.

Each Payment in Fueltorque is associated with a Current Asset GL code in the accounting system.

Once a Fueltorque payment is associated with its GL code in Xero, the payment view shows the GL code associated to each payment.

Before commencing any trading, ensure ALL payments are correctly associated with a Xero GL code.

Site Nodes

In order to synchronise local account payments in Xero with the Fueltorque local accounts, a Host point of sale (POS) must be configured against which the payment is allocated within Fueltorque.

Each Fueltorque (POS) is associated with a Contact within Xero. This keeps track of all transactions at the POS. Each Fueltorque POS may be associated with a distinct contact in Xero, or they may all be associated with a common contact. Fueltorque recommendation is to use a single Xero contact for tracking POS transactions.

Once a Fueltorque POS is associated with its contact in Xero, the site nodes view shows the contact associated to each POS.

Customers and Suppliers

Customer and Supplier Xero Groups

Xero groups contacts as either customers or as suppliers only after an invoice (either accounts receivable or accounts payable) has been processed against a contact. In order to be able to process a transaction in Fueltorque against either a customer or supplier, they must first be assigned to groups within Xero.

Once the customer and supplier groups have been assigned in Xero, the groups must be mapped in the Fueltorque site document.

The Debtor Posting Option and the Supplier Posting Option must be set to the desired values.

Syncing Customers

On the Fueltorque Configuration page, within the Local Account Customers menu, the Create Customer button is replaced with a Sync Customers button.

Pressing the Sync Customers button pulls all new customers from the Xero customers group along with any updates to existing customers.

Note. As Xero does not provide all the customer options required in Xero, once customers have been synchronised between Fueltorque and Xero, the customer records must be edited in Fueltorque and the Fueltorque specific configurations made. Once made, the Fueltorque specific configurations are preserved over subsequent customer synchronisation events.

As Xero has no concept of local account cards, these must be defined within Fueltorque before any sales may be processed against that customer. The Fueltorque synchronisation process creates an initial card for each account using a sequentially allocated number for the local account card number.

Syncing Suppliers

On the Fueltorque Configuration page, within the Suppliers menu, the Create Customer button is replaced with a Sync Customers button.

Pressing the Sync Suppliers button pulls all new suppliers from the Xero suppliers group along with any updates to existing suppliers.

Note. As Xero does not provide all the supplier options required in Xero, once suppliers have been synchronised between Fueltorque and Xero, the supplier records must be edited in Fueltorque and the Fueltorque specific configurations made. Once made, the Fueltorque specific configurations are preserved over subsequent supplier synchronisation events.

Stock Adjustments

Stock adjustments in Fueltorque are associated with a contact in Xero. This keeps track of all stock adjustments.

Note, that stock adjustments includes updates to the inventory value maintained in Xero when goods are sold and received.

From the Fueltorque Configuration page, select the Site document and add the Adjustment Xero contact in the Adjustment GL Account field.