Xero - Tracking Categories

Xero Tracking Categories allow you to further categorise income and expenses for reporting purposes, separately from your Chart of Accounts.

In HirePOS, you can configure Xero Tracking Categories and assign them to Items or Branches. When invoices are transferred to Xero, HirePOS can use these assignments to apply the appropriate Xero tracking information.

Important: If Xero tracking is assigned to an individual Item, the Item's tracking selection takes precedence over the Branch tracking selection.

Before You Begin

Before setting up Tracking Categories in HirePOS:

Ensure Xero is selected as your accounting software in HirePOS.
Create the required Tracking Categories and options in Xero.
Make sure the Tracking Category names and options entered in HirePOS match those configured in Xero.

Set Up Xero Tracking Categories in HirePOS

To manage your Xero Tracking Categories:

Go to Setup > Preferences > Accounting.
Ensure Xero is selected as your accounting software.
Click Manage Xero Tracking Categories.
The Tracking List page will open.
Click New Tracking Category to add a tracking category, or select an existing tracking category to edit it.
Enter the corresponding Xero Tracking Category details.
Ensure the Tracking Category and Category Option match the values configured in Xero.
Save your changes.

You can use the Search for Tracking... field on the Tracking List page to find an existing tracking category.

Assign Xero Tracking to an Item

You can assign Xero tracking to individual Items.

Go to Setup > Items.
Select the Item you want to edit.
Click the + / - control next to the Category field label to display the additional category options.
Select the required option from the Xero Tracking Category dropdown.
Save the Item.

Assign Xero Tracking to a Branch

You can also configure Xero tracking at the Branch level.

Go to Setup > Branches.
Select the Branch you want to edit.
Select the required option from the Xero Tracking Category dropdown.
Save the Branch.

Branch tracking provides a default way to associate transactions with a Xero Tracking Category.

Tracking Priority

When both Item and Branch tracking could apply, HirePOS uses the following priority:

Item Tracking > Branch Tracking

For example, if an Item has a specific Xero Tracking Category assigned, HirePOS uses the Item's tracking selection rather than the tracking selection assigned to the Branch.

Troubleshooting

If the expected tracking information is not appearing in Xero:

Confirm that Xero is selected as your accounting software in HirePOS.
Check that the Tracking Category and Category Option configured in HirePOS match the corresponding values in Xero.
Check whether the Item has its own tracking selection, as this takes precedence over Branch tracking.
Confirm that the appropriate tracking option has been assigned to the relevant Item or Branch.