Sync Purchase Orders to Xero

Before you begin

 

Before you start connecting your Xero account to Kounta, you'll want to make sure your Xero account set up - you may need to double check this with your Accountant, or Bookkeeper.

From here you can then you'll need to enable the Xero integration. We wrote a guide to help you enable this integration and to sync your Takings and Account Sales data with Xero.

Finally, you'll also need to be on the Kounta Purchase Advanced plan.

 

 

Setting up Purchase Orders

 

1. To begin setting up your Purchase Orders select the Manage tab.

2. Check the box next to For each purchase order in Kounta, create a Purchase Invoice in Xero.

 

3. Once enabled, you will now see options for mapping your account for your Purchase Orders - this is very similar to mapping Default Accounts for takings and accounts sales (which is covered in our guide on how to Integrate your Xero with Kounta).

Use the drop-down arrows on the right side to select which account should receive the cost associated with received purchase orders. Then, scroll down and map your taxes to their Xero equivalents.

 

Create Xero Expenses 

Purchase Number Prefix

This will allow you to place a prefix at the start of any purchase order that arrives in Xero from Kounta to assist in identifying purchase orders in Xero.

 

Tracking Code 1 & Tracking Code 2

" Xero uses tracking instead of department codes or cost centers[sic]. This keeps your chart of accounts manageable and makes reporting on different departments very easy. " - Xero

Eg: Managing your Kounta sites separately under the same Xero account.

 

Deposit Purchase into Account

 

Kounta Account Type	Description	Xero Recommended Account Type	Xero Tax Code
Deposit Purchase into Account	This is the default expense account where Kounta will export all of your purchase orders from your suppliers when you have no Product Specific Mapping details present.	Expense	Based on Sales type. GST - Sell with GST Tax-Free - Sell products Tax-Free

  

Map Expenses Tax Codes

Once the Purchase Account has been mapped, you will need to then select the Xero Tax Type mapping for your Kounta tax codes - you can find out more about adding and managing your taxes in your Kounta Account here.

 

The Integration will give you the recommended tax codes from your Xero Accounting Program for these tax types. If you don't see the option here but you use this Tax Type in Kounta, you will need to create the corresponding tax code in Xero.

 

 

As purchase orders are marked as received in Kounta, they will export across to Xero.

For further details on how Kounta handles purchase orders, see our guide on Inventory Management with Kounta.

 

 

Note - Once the above mapping has been completed, select Save 

 

 

 

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