This document provides a comprehensive guide on how to match Chart of Accounts (COA) codes and tax codes between Xero and HirePOS. Proper alignment of these codes is essential for accurate invoice exports and tax reporting.

To export invoices effectively, it is necessary to copy the relevant Chart of Accounts (COA) codes from Xero to HirePOS for each invoice line. COA codes can be set at various levels, with the exporter utilising the highest priority available. The hierarchy of COA codes is as follows:

• Invoice Category

• Selling Unit

• Item

• Item Category

• Item Type

If no COA code exists at the first (lowest) level i.e. Invoice Category, the exporter will "fall back" to the next level, i.e. Selling Unit, then Item, and so on. The simplest approach is to enter basic revenue COA codes under Setup > Items Related > Item Types in the "Xero Income Code" field. For example, you can use Xero’s default 200 code for all Item Types or assign separate codes for Hire, Sales, and Miscellaneous.

Invoices must be exported to Revenue type accounts. Revenue account codes are typically within in the 200–299 range

Payments export to Bank type accounts. Bank account codes are typically within in the 100–199 range

For Purchase Orders, it is important to match COA codes in the Xero Expense Code field, which is typically found under "Item Type" or "Item Category."

The Xero Rounding Account is set in the Options tab of the Xero Exporter (alongside Invoices, Payments Import/Export, and Orders), just before performing a Xero transfer.

This field defines which Xero account HirePOS uses to post small rounding differences that can occur during export (e.g. tax or total rounding).

The default value is 860, which is Xero’s standard rounding account.

Only change this if:

• You are using a different rounding account in Xero

• Your accountant has provided a specific account code

Important:

• The account must exist in Xero, or the export will fail

• This does not change invoice values in HirePOS, only where rounding adjustments are posted in Xero

• Rounding amounts are typically very small (e.g. a few cents)

Ensure this account matches your Xero setup to avoid export or reconciliation issues

To ensure accurate tax reporting, it is crucial to match HirePOS Tax Codes with Xero Tax Rates. Follow these steps:

1. In Xero, navigate to Accounting > Advanced > Tax rates.

2. Check the equivalent tax in Xero and take note of the entries in the Name column.

3. In HirePOS, go to Setup > Tax Codes.

4. Click on a tax code to edit it.

5. In the Xero Tax (Income) field, enter the Xero Tax Name, for example, "GST on Income."

By following these guidelines, you can ensure that your COA and tax codes are correctly matched between Xero and HirePOS, facilitating seamless invoice processing and compliance with tax regulations.