Xero Tracking Categories

Setup required before use	Who Can Use It?	Where Is It?
Offices Attributes Cost Centres Disciplines Contact Account Managers Project Managers	Administrator System Administrator	Connect > Xero Connect > Run Connect > Tracking Wizard Settings

Tracking categories are available on invoice, credit, and expense lines within Xero. Select which type of Synergy data will be mapped to show for each of the available Xero Tracking Category fields:

1. Project Details
   1. Project Office Location
   2. Project Manager
   3. Project Attributes (List and drop-down types only)
2. Sub Project Details
   1. Sub Project Manager
   2. Sub Project Attributes (List and drop-down types only)
   3. Cost Centre
   4. Discipline
3. Contact Details
   1. Contact Account Manager

To use this feature you will need to setup tracking categories in Xero. These are normally created as part of your Xero initial setup. Please check with your internal Xero team before you change any existing options shown.

Create tracking categories by:

1. Logging into Xero.
2. Go to the Settings > General Settings menu option.
3. Select Tracking from the list.
4. Choose to add or rename an existing tracking category.
5. Add the required category options.

Example 1 - Office Location

Setup tracking categories for each of the multi office locations that exist in Synergy. Adding this detail allows you to report in Xero on the invoice revenue or expenses for each of your office locations.

*Multi office is an add on module for Synergy Enterprise clients.

Click the images above to view a the Synergy Office locations that are also setup as tracking categories.

Example 2 - Project Attributes

Setup a tracking category that is setup for a Synergy Attribute to record. In the example below the Project Market Sector attribute from Synergy has been created as a Xero Tracking category. Some of the category options have been named slightly differently in Xero vs Synergy, and other options from Synergy have not been included in Xero. These differences in naming are allowed and are resolved in the Xero Connect Wizard when configuring the mapping options.

Click the image above to view a Synergy Project Attribute tracking category setup.

First select what Synergy record type you want to use to extract the tracking code details, and then choose which Synergy value you want to map to the Xero tracking category option. View the Xero Connect Wizard with mapping setup to the Xero Tracking Categories below.

The existing Tracking Categories and options that have been configured in Xero are shown by default. Use this screen to confirm what Synergy data will be mapped to each of the Xero tracking categories and options. A different name for the office or attribute setting can be held in Synergy. When the tracking category appears in Xero it will always use the Xero Category option text.

The tracking details can be seen in the Invoice Lines, Credit Lines, Supplier Expense Lines, and Staff Expense Lines tab as additional columns. The column heading is the name given to the tracking category in Xero.

To change the Synergy data shown within the columns update the Synergy record type the information is being taken from (Project, Sub Project, or Contact level).

Example

If the incorrect Project Attribute is shown against an invoice then:

1. In the Preview window click the Edit button.
2. Select to Edit the Project.
3. Go to the Attributes tab.
4. Alter the value of the chosen project attribute. i.e. Market Sector attribute change the checked option in the list from Government to Health. The first option checked in a list type attribute will be used as the tracking category option.
5. Save and close the project.
6. Refresh the Xero Connect Preview window and the new tracking details will be shown.

Click the image above to see the tracking details in the Connect Preview.

Xero Invoices (or Expenses)

After the Synergy invoice or expense data has been sent to Xero, the tracking category options can be seen on each line within the invoice or expense detail. This detail can also be manually added to invoices or expenses that are created within Xero (not related to a Synergy project).

Click the image above to view a Xero Invoice with tracking categories.

Xero Reports

View your revenue using the Tracking Categories using the 'compare' options available in the Common Formats toolbar. A list of which reports this is available with can be found at: https://help.xero.com/au/#Settings_Tracking

Click the image above to view a Xero report with Tracking categories.

1. Tracking CategoryThe name of the tracking category that is setup in Xero. Read only. Update in Xero to change this detail.
2. Synergy Record TypeSelect which type of Synergy data will be mapped to each of the Xero Tracking Category options. Choose from Project data of Office, Project Manager, and Project attributes (drop down or list types). Or select Sub Project level detail such as Sub Project Manager, Sub Project Attributes (drop down or list only), Cost Centre, and Discipline. Or select Contact level detail of Contact Account Manager.
3. Category OptionsEach of the options setup in Xero for the tracking category. Read only. Update in Xero to change this detail.
4. Synergy ValueThis drop down is populated once a 'Synergy Record Type' has been selected. Choose which of the Synergy values will be mapped to each of the Xero category options. Once in Xero the 'Category option' name will be shown, not the Synergy value. i.e. The Synergy Office can be named Brisbane, and in Xero the tracking category option can be called North. The mapping creates the link between these two items.