A step by step guide on how to set up an API integration with XERO
Applies to:
This guide applies to system administrators looking to connect your Kitchen Cut account to your Xero account. This enables you to automatically create 'Bills to pay' records in Xero from the orders placed on KitchenCut.
1. Connecting up
Navigate to 'settings' > 'Marketplace' > 'Accounts' > XERO - Connect
From here select 'Request Token'
and log into your XERO account
Enter the desired name and then select create - the connection should now be live
2. Reviewing the settings
It is important to ensure purchasing categories and tax codes are aligned;
Head to Settings > System > Api clients where XERO should now appear with connection status as 'valid'
Under 'Actions' - you will be able to ensure the 'External settings' align;
i) Purchasing categories need to match what is in XERO chartered accounts;
e.g. Food & Beverage 78
Check and compare against Kitchen CUT by going to Settings >Accounting > Purchasing Categories > Confirm Accounting Code
Here you can set up the categories
With the below example you can see Beer & Wine are set up as code 78
Once you have done this, you will need ensure the categories you've set up in the Purchasing Categories are linked to the existing categories you have for your Products, and link them up to corresponding Product Category.
To do this go to Settings > Menu Costing > Product Categories. You can then choose Actions > Set Accounting Categories. You can then choose the appropriate Purchasing Category to assign to products in this Product Category. Ensure each Product Category or Subcategory has a Purchasing Code assigned.
If you have not set codes for each Product Category, or you don't need to because of the way you account codes are set up, then you can just configure the default codes for each Purchasing Class. You can do this in Settings > Business > Purchasing Codes.
ii) Tax Classes
Same process as Purchasing categories but found under the 'Tax Class' Tab
In the below example you can see there are a number of classes set up in this XERO example
Again; these will need to match what is in Kitchen CUT by going to Settings >Accounting > Tax classes; review the 'Accounting Identifier'
N.B - you will need to ensure any new category or purchasing class you create, matches up to the corresponding code in XERO
3. Posting the Data
Either by creating new invoice or sending current invoice to accounts;
If creating new invoice - ensure all relevant fields are correctly entered then save by selecting create before sending to accounts
Any invoice that has been sent to accounts should now have a 'success' post against the invoice sync status
Any invoice synced to XERO can be compared by searching the invoice number in the XERO expense transactions page.
It is important to double check and ensure all required and relevant terms are being pulled through from Kitchen CUT accounts to XERO.
Still Need Help?
If you still have questions please don't hesitate to contact us by raising a support ticket here https://support.kitchencut.com/kb-tickets/new or by emailing us at support@kitchencut.com. We'll be happy to help!