Marking a purchase order as received in Kounta will sync it seamlessly into your accounting platform. No more double handling! Take back your time to spend it doing the things you love - like running your business.
Once you have set up your Xero Integration to sync your takings and sales data, this guide will take you through the steps to syncing your purchase orders.
What's in this guide?
Before you begin
Before you start connecting your Xero account to Kounta, you'll want to make sure your Xero account set up - you may need to double check this with your Accountant, or Bookkeeper.
From here you can then you'll need to enable the Xero integration. We wrote a guide to help you enable this integration and to sync your Takings and Account Sales data with Xero.
Finally, you'll also need to be on the Kounta Purchase Advanced plan.
Setting up Purchase Orders
1. To begin setting up your Purchase Orders select the Manage tab.
2. Check the box next to For each purchase order in Kounta, create a Purchase Invoice in Xero.
3. Once enabled, you will now see options for mapping your account for your Purchase Orders - this is very similar to mapping Default Accounts for takings and accounts sales (which is covered in our guide on how to Integrate your Xero with Kounta).
Use the drop-down arrows on the right side to select which account should receive the cost associated with received purchase orders. Then, scroll down and map your taxes to their Xero equivalents.
Create Xero Expenses
Purchase Number Prefix
This will allow you to place a prefix at the start of any purchase order that arrives in Xero from Kounta to assist in identifying purchase orders in Xero.
Tracking Code 1 & Tracking Code 2
" Xero uses tracking instead of department codes or cost centers[sic]. This keeps your chart of accounts manageable and makes reporting on different departments very easy. " - Xero
Eg: Managing your Kounta sites separately under the same Xero account.
Deposit Purchase into Account
|Kounta Account Type||Description||Xero Recommended Account Type||Xero Tax Code|
Deposit Purchase into Account
|This is the default expense account where Kounta will export all of your purchase orders from your suppliers when you have no Product Specific Mapping details present.||
Based on Sales type.
GST - Sell with GST
Tax-Free - Sell products Tax-Free
Map Expenses Tax Codes
Once the Purchase Account has been mapped, you will need to then select the Xero Tax Type mapping for your Kounta tax codes - you can find out more about adding and managing your taxes in your Kounta Account here.
The Integration will give you the recommended tax codes from your Xero Accounting Program for these tax types. If you don't see the option here but you use this Tax Type in Kounta, you will need to create the corresponding tax code in Xero.
As purchase orders are marked as received in Kounta, they will export across to Xero.
For further details on how Kounta handles purchase orders, see our guide on Inventory Management with Kounta.
Note - Once the above mapping has been completed, select Save
Frequently Asked Questions
Do I have to pay anything extra for Xero integration?
No. Certain integrations are only available on certain plans - this purchase data sync is only included under the Kounta Purchase Advanced plan, however, if you decide to integrate your Kounta with Xero, you’ll have to subscribe to their services as well as ours.
Where does my data go in Xero?
Glad you asked. We have a guide called Where does my data export? which goes into a little more detail on this subject. Make sure to check that out!
I'm not in Australia or New Zealand - can I still Integrate my Kounta to Xero?
Honestly, this will depend on where exactly you are. First, you should check that you are in a Kounta supported region. Then, you can reach out to our 24-Hour Support Team to confirm that your integration will work.
How does Kounta Sync my Suppliers to Xero?
We simply match the Supplier Name field to the Xero field Contact Name as a unique identifier.
Supercharge your integration to Xero with our latest feature - enter your Supplier Invoice number while receiving your deliveries in Kounta Purchase and you can now search for purchase orders in either Kounta or Xero!
What's my next step?
Purchase data is just one of three main data points that the accounting integration syncs between Xero and Kounta - once the integration is enabled. In case you haven't already, make sure to check out our guide on enabling the Xero integration and syncing Takings data & Account Sales data.