PlanIt EPOS

Reporting & setup

Connecting Xero, or exporting for your accountant

Your accountant should never re-key a till. There are two routes: Xero-ready files from the Accounting page, included with every subscription, or the Xero Connect add-on, which posts each document into Xero within a couple of minutes of it being raised.

Where
Menu → Accounting; Menu → Integrations → Xero
Who
Owners
Time
About 8 minutes
  1. 1

    Route one: export the files

    Under Accounting choose a period — last month, this month so far, or since the last export — and export. Each file matches Xero’s own import template: invoices, contacts and a takings file for the bank account. Under Match your Xero chart enter your sales account code and the exact names of your 20%, 5% and 0% tax rates so the files import without editing.

  2. 2

    Route two: add Xero Connect

    Open Integrations → Xero. Xero Connect is a monthly add-on on top of the subscription, on the same invoice; press Add Xero Connect. During the trial it goes on the same checkout as the subscription and nothing is charged until the trial ends.

  3. 3

    Connect your organisation

    Press Connect. You are taken to Xero to sign in with your existing login, choose the organisation and press Allow. Nothing is sent yet. If you sell to CIS contractors, first add the domestic reverse charge tax rates in Xero (Accounting → Advanced → Tax rates) or those lines will be refused.

  4. 4

    Map your accounts and taxes

    Under Configuration pick the sales account every invoice line goes to, and the account money lands in for cash, card and bank transfers — a card clearing account lets Xero match the settlement from the bank feed. Map each VAT rate to the Xero tax rate, choose whether invoices arrive Authorised or as Draft for your bookkeeper to approve, and name the contact for counter sales with no customer. Save Configuration switches automatic posting on.

  5. 5

    Send the backlog and check the variance

    Documents raised before you connected are not sent on their own. Under Manage your Data pick a date range and send them; anything already in Xero is left alone. Export Data lists every document with the total PlanIt sent and the total Xero holds, so a variance is visible per document, and anything Xero refused is listed with the reason.

What posts, and how

  • Sales invoices post one per PlanIt invoice number, with the customer as the Xero contact and each line on your sales account at the right VAT rate.
  • Payments taken at the counter post against the invoice into the account you mapped for that method. Account sales post the invoice only; the money posts when the account is paid.
  • Credit notes post and are allocated to the original invoice, with any refund paid out.
  • Customers become Xero contacts, matched by your customer code, then email, then name — never duplicated.
  • Voids here void the invoice in Xero.

Questions merchants ask

Can I try it on Xero’s Demo Company?

Yes, and the app will tell you it is connected to the demo. Bear in mind the demo company resets itself every 28 days.

What if I uninstall it?

The connection is deleted; everything already synced and the export history stay. The CSV files under Accounting remain available as a fallback throughout.

Not covered here?

Ask PlanIt inside the app answers questions from your own data and opens the right screen. For anything else, support is a message away and goes to someone who understands trade counters.

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