IBIS will provide you with our standard daily sales export for Xero if you have purchased a license for the Accounts module. 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 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



Import daily sales to Xero

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

Import GST journal to Xero

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.