Advanced Xero settings


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The Xero Integration setup guide outlines the various steps to follow in order to get going with Xero. It cover the basic default settings such as sales, payment and purchase ledger account settings. The Xero Integration for Stock&Buy is not limited to those default settings. These default settings can be augmented to sync payments and sales to different accounts depending on tax rates, payment gateways and so on. One can for example send paypal payments to Xero ledger account 201 while all other payments go to ledger account 200. This is acheived by our powerful concept of Smart Rules.

What’s a smart rule?

A smart rule is a definition which helps Stock&Buy figure out which Xero account an order item or a payment should be synced to.

The figure above shows a set of rules defined to:

  • Sync Paypal payments to ledger account 091
  • Sync Bitcoin payments to ledger account 620

Each rule has a priority that helps determine the order in which it is executed. There are different ways rules are evaluated, some of them perform a strict comparison while others perfom a string containment test (more details under the supported rules section). Rules evaluation stops at the first rule which applies to the item being analysed (a sale item or a payment).
For example, let’s assume we have the following couple of payment rules:

  1. Sync PayPal payments to ledger account 091 with priority 0
  2. Sync AnotherPayPal payments to ledger account 620 with priority 1 (AnotherPayPal is the gateway name)

When a payment from gateway Paypal is processed, the rule with priority 1 wins as the gateway name in the rule (AnotherPayPal) contains the payment being processed gateway’s name (Paypal). As rule 2 applies, the payment will get synced to account 620.

Supported Xero smart rules

It is currently possible to create the following rules:

Sales rules

Sales from store: Use this rule if you would like to sync your sales from your different stores to different Xero ledger accounts. This rule uses a strict comparison test.

Tax percentage on order items: Use this rule if you would like to sync your sale items which have a specific tax rate to different Xero ledger accounts (very useful to split out tax/GST free sales into a separate ledger account)
This rule uses a strict comparison test.

Invoice landed costs such as shipping and handling: Use this rule if you would like to sync your sale shipping and freight cost to a specific Xero ledger account.

Sales by product type: Use this rule if you want to sync your sale line items to different ledger accounts depending on the product type.

Sales by product category (tag): Use this rule if you want to sync your sale line items to different ledger accounts depending on the product tag (shopify category).

Payment rules

Payment gateway: Use this rule if you would like to sync your payments to different Xero ledger accounts depending on the gateway they orginated from (ex: paypal, cash…)
This rule uses a string containment test.

:information_source: A list of payment gateway names is located here for your convenience. Please let us know if yoru payment gateway is not present in the list.

Payments from store: Use this rule if you would like to sync your payments from your different stores to different Xero ledger accounts. This rule uses a strict comparison test.


:notebook: We are still building on our library of rules for you to grab. Please do let us know if your business has special rules when it comes to Xero ledger accounts usage and assignment.