IBIS can provide you with our standard daily sales export for Xero, Business Central, MYOB and SAP or full integration for Business Central and Netsuite. Any additional customisations you require to Account codes, Reference fields, etc will be charged at our current configuration fees. Talk to us for an estimate and to discuss your requirements.


TABLE OF CONTENTS


Generate the daily sales export

The IBIS standard finance model is configured to send the daily export via email automatically after close of business. We also provide full integration for Netsuite and Business Central, the daily journals get sent directly to the finance system after close of business. 


IBIS support will set up a scheduled task for sending the export. Please ensure all of the finance export codes and revenue codes are configured. Details on how to set up revenue codes and finance export codes can be found here: Set up revenue codes.


Email settings for the daily export

If your system has been set up as a single business unit, please set up the email address you would like to send the daily export too under Ibis online>Setup> System Settings> Finance> Email address for integration:



If your system has been set up as multi business unit's, please contact Ibis support to set up the account emails the daily exports will be sent to.


Legacy daily sales export

The legacy daily sales export is a CSV file that is generated in the Export tool screen. The daily sales export includes figures for cash sales, gift voucher movement and income in advance movement. The sales figures are grouped by the GL code and Tracking code specified against the Item.

  1. From the Accounts & Contacts menu, open the Export Tool screen
  2. Select the export from the Export name droplist. It should be called "Daily sales".
  3. Enter the start/end date to run the report from.
  4. Click Run now to generate the Xero export. 
  5. This will save the file in the export directory you have specified.


File Example for Xero

 - it is the same for the email export and the export tool export.



Import daily sales to Xero

  1. Open Xero, then click Sales > Invoices
  2. Click on Import
  3. In Step 3 on the "Import your sales invoices" screen, click Browse and look for the daily sales file.
    The default import location is C:\IBIS\export\DailyCashSales_{_StartDate|ddmmyy}.csv
  4. Set the UnitAmount Field Tax as Tax inclusive, then click Import.
  5. The Xero invoice number format is DS-ddmmmyy with the reference ‘IBIS Daily sales’.

Import GST journal to Xero

The GST correct journal file will get emailed along with the daily export file to the designated accounts email address. This is required because cash and debtor amounts used to settle the daily sales are inclusive of GST, however, the invoices also need to reflect GST for the agent. The journal is grossed up so that it pulls through to the GST return correctly. 


Legacy export:

A GST correction journal file is also created when you export the daily sales. This is required because cash and debtor amounts used to settle the daily sales are inclusive of GST, however, the invoices also need to reflect GST for the agent. The journal is grossed up so that it pulls through to the GST return correctly.

  1. In Xero, click on Accounting, then Manual journals. 
  2. When the Manual journal screen opens, click Import
  3. Under Step 3. Import the updated template file, click browse then locate the GST journal file. The default import location is C:\IBIS\export\GSTJournal_{_StartDate|ddmmyy}.csv.
  4. Once you have selected the GST journal, click Import and when prompted, Complete import.
  5. Open your GST journal and on the right hand side where it details "Amount are", use the dropdown box to select "Tax inclusive" before saving or posting. 


Apply payments to your daily sales invoice in Xero

Once the daily sales have been imported to Xero you will then need to apply payments to the invoice. 

  1. In Xero, open the daily sales invoice from your draft invoices tab.  
  2. Check that all invoice lines have the Account set correctly, then click Approve.

    If an invoice line is missing an Account, it means that a corresponding revenue/GL code has not been set up for the product/item sold in IBIS. To fix, follow the steps in the next section "Find items missing GL codes".
  3. Once the daily sales invoice is approved, you can now apply your payments. 
  4. Open the Trial balance report in IBIS and filter for debtors and creditors (i.e. the total amount posted to invoice). Enter the amount, and select your Debtors clearing account (this is not required if you already have a debtors clearing line within your export).

  5. Next, apply all payments that have been taken and select the appropriate account for each. These breakdowns can be seen in your Point of Sale payment report. E.g. Cash, Eftpos, Windcave, etc.
  6. Finally, you will want to reconcile these payments in your banking feed in Xero. 


Find items missing GL codes

If you find missing Account codes in your daily sales export, you can find out which items were sold and work out where to code these as follows:

  1. Open the Trial balance report and filter the GL code field for _booking and/or _item.
  2. Drag the Book# and POS # fields into the report to identify ones missing GL codes associated with the items.
  3. You can then check which bookings and/or POS transactions the missing GL codes relate to. Ensure you update the GL code for these products and/or items in your IBIS system for the next export.
  4. You will then need to manually assign the revenue in the daily sales invoice in Xero to the correct account.