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• How to setup a proper Kounta Xero Integration

This article introduces Kounta POS and Xero integration from an Accounting and Bookkeeping point of view.

If you are not quite sure how to set up your integration properly, please give us a call, so we can complete a full integration for you. We are not only cloud integrators, but also registered bookkeepers so we know the process from beginning to end.

Prepare Xero for POS integration

Make sure that the following accounts are created in Xero before you setup the integration.

A/C Code	A/C Name	A/C Type	Tax Code	Dashboard	Payments
230	Sales - Kounta	Sales	GST on Income	Yes	No
870	Variance - Kounta	Current Liability	BAS Excluded	Yes	No
231	Kounta - Cash Clearing	Current Assets	BAS Excluded	No	Yes
232	Kounta - EFTPOS & Credit Cards Clearing	Current Assets	BAS Excluded	No	Yes
233	Tips - Kounta	Revenue	GST on Income	No	No

Login into Xero and go to Settings, then Chart of Accounts:

In order to add an account go and click Add Account:

Kounta Sales

Create or repurpose an existing account for the default sales account. This account is going to be used unless you specify a different one on the product level in Kounta. Tick “Show on Dashboard Watchlist” so you can keep track.

Kounta Variance

Liability account to track till variances, when your staff make minor mistakes and their counted amount does not match the till at the end of the day during the till closure, the difference is going to be stored in this account. Tick “Show on Dashboard Watchlist” so you can keep track of variances. Default tax code: BAS Excluded.

Unfortunately, in Kounta you cannot expense this, so your accountant or bookkeeper will have to expense it with a journal on a regular basis, if they want to keep your Balance Sheet nice and tidy.

Kounta Cash Clearing

This is where all your cash transactions will go through. Including float movements, petty cash purchases, sales and bank deposits of cash.

IMPORTANT: Make sure that you have ticked “Enable payments to this account”.

Kounta EFTPOS & Credit Cards Clearing

This account is for credit card settlements and payments.

IMPORTANT: Make sure that you have ticked “Enable payments to this account”.

Tips - Kounta

If tips are not distributed at the end of the trading day to the employees, they will be recorded against this account. For more information on tips follow this link.

Connecting Xero from within Kounta

Go to Add-ons, then Xero

Click Connect to XERO

Now logging into Xero and choose the company you want to connect to and clock Allow Access:

Now tick “For each taking and account sale in Kounta, create an Invoice in Xero”

Configure Accounting for Takings

1. Invoice Number Prefix - the Sale Invoice reference to be created in Xero: KOU, it makes it easier later to identify corresponding sales.
2. Default Income - 230 Kounta - Sales
3. Variance - 870 Till Variance - Kounta
4. Money In / Money Out - 231 Kounta - Cash Clearing
5. Tips - 233 Tips - Kounta
6. Gift Cards - 875 Kounta - Gift Cards
7. PrePayments - 620 PrePayments

Configure Accounting for account sales

1. Invoice Number Prefix - to be honest, it is a mystery where this goes, just type in the same prefix KOU
2. Deposit Sales Into Account - 230 Kounta - Sales
3. Map Tax Codes
   1. Bas Excluded - BASEXCLUDED
   2. GST Free - EXEMPTOUTPUT
   3. GST - OUTPUT
4. Deposit Payments Into Account, click Advanced
   1. Cash - 231 - Kounta - Cash Clearing
   2. Credit Card / EFTPOS - 232 - Kounta - EFTPOS / Credit Card Clearing

Click Save.

You need to know

• If you make changes to Sales Invoices in Xero after they have been created at the day’s end and pushed from Kounta to Xero, they will not sync back to Kounta.
• Kounta pushes information to Xero automatically on a daily basis.

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