External Accounting: Operate Fueltorque connected to Xero

Adding new Customers

New customers are first added to contacts in Xero, and then the new contact is added to the Customer group already defined.

In Fueltorque, in the Configuration page, select Local Account Customers, and then press the Sync Customers button.

The newly created customer in Xero should now appear in Fueltorque. Edit the new customer in Fueltorque, making any changes required.

Note - that customer balances are NOT automatically synchronised between Fueltorque and Xero. To synchronise the balances, a balancing transaction must be applied to the account in Fueltorque which is then deleted from Xero. To delete the balancing transaction in Xero, the balancing invoice must be created as a DRAFT invoice. Alternatively, Xero synchronisation can be temporarily disable by setting the External GL type to None in the site setting document while the balancing transactions are being applied.

Adding new Suppliers

New suppliers are first added to contacts in Xero, and then the new contact is added to the Supplier group already defined.

In Fueltorque, in the Configuration page, select Suppliers, and then press the Sync Suppliers button.

The newly created supplier in Xero should now appear in Fueltorque. Edit the new supplier in Fueltorque, making any changes required.

Syncing Customer Payments

When payments are made against local account customer invoices in Xero, the payments will need to be synchronised with Fueltorque in order to ensure the customer balance is not exceeded.

In Fueltorque, in the Operating page, select Local Account Customer Maintenence, and then press the Check for Payments button.

Any payments made in Xero since the last time this action was run will be synchronised with Fueltorque and the customer account balances updated accordingly.

Received on Account (ROA)

Note, that payments against a debtor account in Fueltorque can only be posted through to Xero when the original invoice against which the payment is being made is set to Authorised. Payments cannot be posted against Draft invoices.

An over-payment on an account in Fueltorque generates an Over Payment bank transaction in Xero to the default Xero bank account (Code 090). When this over-payment is allocated against a future invoice it generates a Credit transaction which is NOT synchronised to Fueltorque. In Fueltorque the over-payment is allocated against a future invoice from the Fueltorque Customer Maintenance menu.