When setting up the Xero integration in Auxo Workshop, you’ll need to complete the Account Mapping process. This step links various figures, such as discounts, payments, and sales codes, to your account codes in Xero.
⚠️Important: We recommend you confirm the account mapping settings with your accountant to ensure you select the appropriate Xero account codes.
💡Tip - Take a screenshot of the Account Mapping screen and email it to your accountant to assist with confirming the appropriate Xero GL codes.
Account Mapping Screen
This is an example only:
⚠️Important: the Auto Mapping feature should only be used if you are new to Xero as it will create new account codes in Xero, if you have been using existing codes in Xero it is recommended you set up the account mapping manually and link your existing codes.
📝 Note: The Prepayment and Bank Account mapping will need to be manually entered.
Definitions for Account Codes
Labour Sales
All technician labour sales (on invoices) will post to this account code in Xero.
The selection list will only display Xero Revenue type codes.
Parts Sales
All parts and purchase order sales, excluding Outwork sales will post to this account code in Xero.
The selection list will only display Xero Revenue type codes.
Outwork Sales
All outwork purchase order sales will post to this account code in Xero. Outwork is defined as a service supplied by a 3rd party, for example a radiator repair, or brake disc machining.
The outwork line on a purchase order will have no part number.
The selection list will only display Xero Revenue type codes.
Discounts
All job/invoice global discounts and discounts applied to payments will post to this account code in Xero. These types of discounts are not applied to individual line items and simply reduce the invoice total.
The selection list will only display Xero Revenue type codes.
Payments
Payments between Auxo Workshop and Xero use a Clearing account method. All payments are posted into a Xero clearing account. When reconciling your Xero bank account the clearing account is used to map to any monies received for invoices paid in Auxo.
The selection list will only display codes with payments enabled.
Rounding Adjustments
This account is used by the system to ensure invoice totals match the Xero invoice transaction we create. It is recommended to link it to the Xero default account for rounding.
The selection list will only display Xero Current Liability type codes.
Prepayment/Deposit
These are job deposits you have received. They will post to Xero as direct payments into the nominated bank account (see bank account code) and are automatically assigned to the Auxo invoice once the job is invoiced.
Bank Account Code
The default bank account where job deposits will be recorded. Deposits made will be posted to this account in Xero as direct payments.
Stock on Hand
The cost value of parts held in inventory. When parts are ordered for stock, the supplier’s bill created by Auxo in Xero will increase this account. This account should be regularly reconciled with the Auxo stock valuation report to ensure accurate inventory reporting.
Freight Expenses
Freight expenses that are entered directly into purchase orders.
Work in Progress
The cost value of purchase order items ordered directly to jobs. This excludes labour and parts taken from stock for jobs. To obtain a more accurate workshop work-in-progress (WIP) figure, use the Auxo WIP Valuation report. This report can also be used to reconcile this account.
Cost of Goods Sold
The Cost of Goods Sold (COGS) account tracks job costs when a job is invoiced. The system reverses stock on hand and work-in-progress costs, transferring them to the COGS account. Labour costs are not included in this Xero manual journal, as they are accounted for separately in wages.
Stock Adjustments
All parts stock adjustments including stocktake adjustments will post to this account code in Xero.
Stock adjustments will create a Manual Journal in Xero to the Inventory (stock on Hand) code and the Stock Adjustments (DirectCost) code.
Freight Sales
Freight sales that are entered directly into the job.
Adding A New Account
You can create a new Xero account from this screen, to quickly create a new Xero account from this screen, without having to log in to Xero, by using the + New Account button to create the required account in Xero and map it to Auxo
This will open the following screen:
Note - you cannot create Xero accounts that have the same Account Name as an existing Xero account