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Configure Xero GL Accounts

The Oolio One integration with Xero exports sales and takings into mapped General Ledger (GL) accounts in Xero. Before configuring the account mappings, the required GL accounts must already exist in Xero.

The account configurations below are examples only. Confirm the required accounts, account types and tax treatment with a qualified bookkeeper or accountant before configuring the integration.

Before starting

Before preparing the Xero accounts:

  • Confirm the required GL accounts have been created in Xero.

  • Confirm the appropriate account types and tax treatment with a bookkeeper or accountant.

  • Make sure the required accounts can accept payments.

  • Review the Reporting Groups and Payment Types configured in Oolio One.

Important: Oolio One cannot map to Xero Header or Locked accounts, including bank accounts.

Sales accounts

Sales from Oolio One are mapped to Revenue accounts in Xero.

  • Sales can be mapped to a single Revenue account or separated using Reporting Groups.

    • For example: Food and Beverage sales can be mapped to different Xero accounts when the corresponding Reporting Groups are assigned to Products in Oolio One.

  • If Reporting Groups are already assigned to Products, they are available within the integration settings for mapping.

Example Food Sales:

  • An example Xero account could use:

    • Account type: Revenue

    • Name: POS Sales Food

    • Description: Food sales data from Oolio One

    • Tax: GST on Income

    • Payments: Enabled


Example Beverage Sales:

  • An example Xero account could use:

    • Account type: Revenue

    • Name: POS Sales Beverage

    • Description: Beverage sales data from Oolio One

    • Tax: GST on Income

    • Payments: Enabled

Takings accounts

Takings can be mapped to clearing accounts in Xero. These accounts allow the takings recorded in Oolio One to be reconciled against the funds deposited into the relevant bank accounts.

Important: Payments cannot be mapped directly to a Xero bank account or another Locked account.

Separate clearing accounts can be created for different Payment Types.

Example Cash Takings:

  • An example Xero account could use:

    • Account type: Current Asset

    • Name: POS Cash Clearing Account

    • Description: Cash takings from Oolio One

    • Tax: BAS Excluded

    • Payments: Enabled

Example Card Takings:

  • An example Xero account could use:

    • Account type: Current Asset

    • Name: POS Card Clearing Account

    • Description: Card takings from Oolio One

    • Tax: BAS Excluded

    • Payments: Enabled

Example Online Takings:

  • An example Xero account could use:

    • Account type: Current Asset

    • Name: POS Online Payments Clearing Account

    • Description: Online takings from Oolio One

    • Tax: BAS Excluded

    • Payments: Enabled

Variance account

The Variance account records takings variances entered when closing a Shift in Oolio One. This allows the total takings to balance against the funds being reconciled.

  • An example account could use:

    • Account type: Current Liability

    • Name: POS Variance Account

    • Description: Reconciliation variances from Oolio One

    • Tax: BAS Excluded

    • Payments: Enabled

Cash Rounding account

The Cash Rounding account records rounding adjustments generated by cash sales in Oolio One.

  • An example account could use:

    • Account type: Current Liability

    • Name: POS Cash Rounding Account

    • Description: Cash rounding adjustments in Oolio One

    • Tax: BAS Excluded

    • Payments: Enabled

Money In/Money Out account

Money In/Money Out records cash movements outside normal Payment Types, such as:

  • Petty Cash
  • Float In
  • Float Out
  • Tip payouts

The Xero account acts as a balancing account.

  • Money In/Money Out activity is not exported as individual transactions.

  • Positive and negative activity is grouped and posted to the invoice as two line items.

  • An example account could use:

    • Account type: Expense
    • Name: POS Money In/Money Out Account
    • Description: A balancing account for manual cash movements in Oolio One
    • Tax: BAS Excluded
    • Payments: Enabled

Tips account

Tips added to transactions in Oolio One can be mapped to a separate GL account.

  • An example account could use:

    • Account type: Current Liability
    • Name: POS Tips Account
    • Description: Tips received from Oolio One
    • Tax: BAS Excluded
    • Payments: Enabled

Important: The account names, account types and tax treatments shown in this guide are examples only. Confirm the appropriate accounting configuration with a qualified bookkeeper or accountant before completing the integration setup.