Tracking categories in Xero are designed to help businesses categorize financial data across different aspects of their operations. These categories can be customized to suit various needs, such as tracking expenses by department, project, location, or any other relevant dimension. By integrating your PSOhub account with Xero, you can establish predefined mappings between the contract lines in a PSOhub project, quote or invoice, with the relevant tracking categories configured in Xero. This simplifies the invoicing process by automatically assigning tracking categories to invoices as they are generated on PSOhub and sent to Xero.
In this article, we will guide you through the process of setting up these mappings at three different levels: contract templates, contract lines on quotes and contract lines on projects.
Retrieve tracking categories from Xero
Before retrieving tracking categories from Xero, it's important to ensure that these have been correctly setup on Xero.
Once correctly configured on Xero, you can then retrieve and activate these on your PSOhub account.
To access this, click on the Settings icon in the top-right corner.
Go to My Organization and then select Transactions & Tracking. This will open the Tracking Categories page on PSOhub.
Initially, the Tracking Categories page will show with no tracking categories from Xero, so you will need to activate the retrieval of these from Xero. To do so, click on Retrieve.
PSOhub will then retrieve all of the tracking categories from your connected Xero account these will then appear in the list categorized by the tracking category name and the tracking option name.
Note: If a tracking category on Xero is deleted or archived, this will not automatically take effect for the tracking category on PSOhub. The tracking category on PSOhub will need to be deleted manually.
Set up tracking category mappings on PSOhub
The mapping of tracking categories between PSOhub and Xero is possible at three different levels:
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On a contract template
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On individual contract lines on a project
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On individual lines of a quote
Assign a Class on a Contract Template
To assign a class on a contract template, go to Settings.
Click on Templates and then select Contract Templates.
From there, select a contract template and then select the contract line you'd like to assign the class to.
On the window that opens, scroll down to the Linked Tracking Option dropdown menu and select the tracking category from Xero that you'd like to link to the contract line.
Then click Save.
When the contract template is applied to a project, the contract line will automatically be populated with the linked tracking category.
Assign a Class to a Contract Line on a Project
To assign a class to an individual contract line on a project, go to Projects and click on Projects from the dropdown menu.
From there, select the project from the list of projects.
On the Contract tab of the project, select the contract line you'd like to assign a class to. This will open the New/Edit line window. Click on the Invoicing tab.
From there, change the Transaction class field to the desired class.
Assign a Class to a Contract Line on a Quote
To assign a class to an individual contract line on a quote, click on the Quotes menu.
From there, select the quote from the list of quotes.
On the Contract tab of the quote, select the contract line you'd like to assign a class to. This will open the New/Edit line window. Click on the Invoicing tab.
From there, change the Tracking Option field to the desired tracking category.
Exporting invoice with linked tracking categories to Xero
For more information on sending invoices to Xero, follow the instructions on How to approve and send an invoice.
Once you have clicked on Send invoice, it will automatically be exported to your connected Xero organization with all linked tracking categories and these will automatically populate on the new invoice.
