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Setup your Accounting Integration with Lightspeed Kounta

With the Lightspeed Kounta Accounting Integrations, you can integrate with Xero, MYOB and Quickbooks to export your daily Reconciliation, sync Account Sales, and even manage Purchase Orders.

In this guide, you'll learn how to enable the integration, configure your account mapping and start exporting data.

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Plan Requirements

Our Accounting Integration has a number of features available on all of our plans, but some features will require a higher plan.

Reconciliation Integration Account Sales Integration Purchase Order Integration
All Plans All Plans Purchase Advanced

 


 

What's in this Guide?

 


 

Things you'll need before you get started.

Before setting up your Accounting Integration, you will need to prepare a few things before you can get started

  • You will need to have a Xero, MYOB or Quickbooks account. 
  • You will need a paid plan with your chosen Accounting provider. 
  • To export your Reconciliation data, you will need to be performing your Daily Takings in Kounta and have Reporting Groups configured on your products.
  • In order to send Account Sales to your Accounting Platform, you will need to be using the Accounts add-on
  • If you would like to export Purchase Orders to your Accounting Platform, you will need to be using Kounta Purchase and be on our Purchase Advanced plan.

 


 

Enable the Integration & Configure your Default accounts for Reconciliation

Select your Accounting Platform to review the steps for your integration

Xero Default Accounts

To get started, head to the Integrations section in Back Office & enable the Xero Integration by selecting the add-on tile and the Enable button to enable XeroEnable_Integration.gif Select the Login and connect accounts button to sign in to your Xero account, then sign in to your Xero account, Allow Access and close the window to return to the integration configuration.

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You will now be brought to the Main Integration Screen, this is where you will configure the default mapping for your Integration.

Important 

You will need to select if you want to use Draft or Approved as an export option, for a detailed description of what the differences are, we discuss this in further detail in the FAQ Section below

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In this configuration screen, you will want to select;

  • The Sync Schedule you want to export on (You can either select a specific day, have it occur daily or pause the integration altogether)
  • Configure an email address for any sync errors that may occur
  • Configure your Default Accounts for Sales & Payments
  • Configure your Tax Codes

 

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Don't know what to map to each account?

There is a description of what exports to each account in the dropdown for the integration but if you would like to see an example of what to use. Here's a cheat sheet.

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Set up your Tax Codes

Next up, you will need to ensure your Tax Codes are mapped correctly, most Kounta venues will have these 3 options.

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Map up your Payment Methods

Next up, you need to configure the account we will export your Kounta recorded payments, you can either have everything go to one account or set up separate clearing accounts for each Payment Type.

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Note: If you are exporting as Draft you will need to map your payment methods twice.

 

MYOB AccountRight Default Accounts

To get started, head to the Integrations section in Back Office & enable the MYOB AccountRight Integration by selecting the add-on tile and the Enable button to enable MYOB AccountRight. MYOB_Setup.gif Select the Login and connect accounts button to sign in to your MYOB account, then sign in to your MYOB account, Allow Access and close the window to return to the integration configuration.

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You will now be brought to the Main Integration Screen, this is where you will configure the default mapping for your Integration.

Important 

You will need to select if you want to use Draft or Approved as an export option, for a detailed description of what the differences are, we discuss this in further detail in the FAQ section below

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In this configuration screen, you will want to select;

  • The Sync Schedule you want to export on (You can either select a specific day, have it occur daily or pause the integration altogether)
  • Configure an email address for any sync errors that may occur
  • Configure your Default Accounts for Sales & Payments
  • Configure your Tax Codes

 

Default_Accounts.gif

Don't know what to map to each account?

There is a description of what exports to each account in the dropdown for the integration but if you would like to see an example of what to use. Here's a cheat sheet.

mceclip11.png

Set up your Tax Codes

Next up, you will need to ensure your Tax Codes are mapped correctly, most Kounta venues will have these 3 options.

mceclip7.png

Map up your Payment Methods

Next up, you need to configure the account we will export your Kounta recorded payments, you can either have everything go to one account or set up separate clearing accounts for each Payment Type.

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Note: If you are exporting as Draft you will need to map your payment methods twice. 

Essentials Default Accounts

To get started, head to the Integrations section in Back Office & enable the MYOB AccountRight Integration by selecting the add-on tile and the Enable button to enable MYOB AccountRight. MYOB_Setup.gif Select the Login and connect accounts button to sign in to your MYOB account, then sign in to your MYOB account, Allow Access and close the window to return to the integration configuration.

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You will now be brought to the Main Integration Screen, this is where you will configure the default mapping for your Integration.

Important 

You will need to select if you want to use Draft or Approved as an export option, for a detailed description of what the differences are, we discuss this in further detail in the FAQ section below

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In this configuration screen, you will want to select;

  • The Sync Schedule you want to export on (You can either select a specific day, have it occur daily or pause the integration altogether)
  • Configure an email address for any sync errors that may occur
  • Configure your Default Accounts for Sales & Payments
  • Configure your Tax Codes

 

Default_Accounts.gif

Don't know what to map to each account?

There is a description of what exports to each account in the dropdown for the integration but if you would like to see an example of what to use. Here's a cheat sheet.

mceclip11.png

Set up your Tax Codes

Next up, you will need to ensure your Tax Codes are mapped correctly, most Kounta venues will have these 3 options.

mceclip7.png

Map up your Payment Methods

Next up, you need to configure the account we will export your Kounta recorded payments, you can either have everything go to one account or set up separate clearing accounts for each Payment Type.

mceclip5.png

Note: If you are exporting as Draft you will need to map your payment methods twice. 

Quickbooks Default Accounts

To get started, head to the Integrations section in Back Office & enable the Quickbooks Integration by selecting the add-on tile and the Enable button to enable Quicbooks. mceclip2.png Select the Login and connect accounts button to sign in to your Quickbooks account, then sign in to your QBO account, Allow Access and close the window to return to the integration configuration.

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You will now be brought to the Main Integration Screen, this is where you will configure the default mapping for your Integration.

Important 

You will need to select if you want to use Draft or Approved as an export option, for a detailed description of what the differences are, we discuss this in further detail in the FAQ section below

mceclip7.png

In this configuration screen, you will want to select;

  • The Sync Schedule you want to export on (You can either select a specific day, have it occur daily or pause the integration altogether)
  • Configure an email address for any sync errors that may occur
  • Configure your Default Accounts for Sales & Payments
  • Configure your Tax Codes

 

Default_Accounts.gif

Don't know what to map to each account?

There is a description of what exports to each account in the dropdown for the integration but if you would like to see an example of what to use. Here's a cheat sheet.

mceclip11.png

Set up your Tax Codes

Next up, you will need to ensure your Tax Codes are mapped correctly, most Kounta venues will have these 3 options.

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Note: The GST 10% field mapping displaying as GST [0%] is just a cosmetic issue with the Quickbooks integration, the GST[0%] account is actually GST 10% 

Map up your Payment Methods

Next up, you need to configure the account we will export your Kounta recorded payments, you can either have everything go to one account or set up separate clearing accounts for each Payment Type.

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Note: If you are exporting as Draft you will need to map your payment methods twice. 

 


 

Configure Bulk Account Mapping by Reporting Groups

Mapping up each of your products individually to their associated accounts in your Accounting Platform can be time-consuming so Lightspeed Kounta has developed a method to have this applied in bulk, using Reporting Groups.

In the Things you'll need before you get started section, we went through assigning Reporting Groups to our products.

Now that you have Reporting Groups assigned to your products, you can view the Reporting Groups inside your Accounting Integration.

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You can then map your Selling and Buying accounts to these Reporting Groups and all products assigned to those reporting groups will be sent to the: 

Selling Account is used when exporting Reconciliation & Account Sales

Buying Account is used when exporting Purchase Orders

 


 

Using Product Mapping to override Reporting Group Mapping

Reporting Group mapping can be done in bulk & should be the default way that you set up separate accounting codes for each of your products, but what happens if you have a few products assigned to a Reporting Group that need to go to a different account?

You don't need to create new Reporting Groups for these, you can just assign these few products manually to accounts by selecting the Products tab.

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Enable & Configure Account Sale & Purchase Order exports

Once you have configured the Default Accounts for your Integration and set up the mapping for your Reporting Groups & Products, you're ready to enable the Account Sale & Purchase Order Integration.

Account Sales

To get started, select the workflow for Account Sales on the main integration page. Account Sales only have One configuration option, which lets you select whether you want a prefix to be assigned to your Account Sale invoices or not.

Eg: If you put KO, your invoice would be [KO] + [Kounta Sale ID].

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Want to know how Account Sales work with Xero?

Click Here to view the guide.

Purchase Orders

The Purchase Order Integration has a few more options to configure based on how you would like the Purchase Order to export into your Accounting Program.

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Create Purchase Order as

All of our Accounting Integrations share their configuration, so some Purchase Order export options are only available on certain platforms, these are listed below.

  Draft Awaiting Payment Approved
Xero Purchase Order is created in the Bills invoices section in Xero in Draft status Purchase Order is created in Submitted status in Xero awaiting approval Purchase Order is created as approved in Xero awaiting payment 
AccountRight Purchase order is exported as a Draft invoice into MYOB Not Supported Not Supported
Quickbooks Not Supported Purchase Order is exported as a Bill in Awaiting Payment Not Supported

 

Select which account to deposit purchases

You will now need to select the Expense account where you would like to send your purchase data from Received Purchase Orders.

Configure your Expense Tax Codes

You will need to select which expense tax codes will be used for your Purchase Order exports, this will show all tax codes created on your Kounta account but you only need to map the ones that you will be using in Purchase. 

 

Want to know how Purchase Orders work with Xero?

Click Here to view the guide.

 


 

Link your Customer & Supplier data to your Accounting Platform

One of the most common issues that can occur in an Accounting Integration is when the Customer & Supplier data in your Lightspeed Kounta platform doesn't match the same record in your Accounting Platform.

This can actually be quite common as often the person who is managing the customer data for your Point of Sale is different to the person managing it in your Accounting Platform.

Mismatched contact data can cause invoices not to send or for data to be attached to the wrong contact, to help with this, we have added Customer & Supplier matching to the integration.

Customer

When an Account Sale is sent through to Xero, we are using the Individual contact card. When the first invoice is exported, we will first attempt to match by First Name, Last Name, Email & if no match is found we will create a new contact.

If we didn't match with the right contact, you can just delete the duplicate contact card we created and head into the Customers section in the integration and use the dropdown to select the correct contact.

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Supplier

When a Purchase Invoice is sent through to Xero, we are using the Company contact card. When the first invoice is exported, we will first attempt to match by Company Name, Email & if no match is found we will create a new company contact.

If we didn't match with the right contact, you can just delete the duplicate contact card we created and head into the Suppliers section in the integration and use the dropdown to select the correct supplier contact.

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Getting around the Sync History page

Whenever you would like to review what data has been exported in the integration you will be using the Sync History page.

You can get to this page by selecting one of the below two icons.

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Sync History - This is where all of your exported Reconciliation Reports and Account Sales will be.

PO Sync History - This is where all of your exported Purchase Orders will be.

 

Sync Statuses

There are three sync statuses in the Integration.

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This will show whenever there is an issue preventing an invoice from exporting. This will show whenever an invoice export was successful. This will show when an invoice is being queued, this will show when an invoice is first generated and if you have your sync settings set to sync at a later date.

 

Getting around the Sync Page

When opening the sync page, it will open a window that looks like this. Here you will see helpful information such as; the export date, contact name, reference number, invoice type and amount.

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Clicking on the date field will open up the invoice and allow you to view additional information, including the accounts that data is mapping too and the products that are included in a Purchase Order or Account Sale. 

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Retrying Failed Invoices

If an invoice fails to export, you don't need to contact our Support Team to resend the invoice.

If you open the Sync Page and select the failed invoice the error will appear at the top.

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You can attempt to re-send the invoice by selecting the Re-Sync button, if the invoice still fails there may be something on the invoice that is unsupported. 

You can reach out to our team by selecting the ? anywhere in Back Office and post a screenshot of the invoice for our team to check. 

 


Frequently Asked Questions

What are Prepayments?

A prepayments purpose is to balance out the invoice for

a) Payments that are included in your takings for sales that are yet to be closed/completed

b) The remaining difference between the final sale amount and the payment made during that takings period.

Pre-Payment Out is the difference between the final sale and payment. 
Pre-Payment In is a part payment on an unpaid order ( Split Payments, Online Orders that have not been marked as Ready)

 

What causes Prepayments?

A prepayment can be caused by any unpaid order, this could be any of the following;

a) A part payment made to an order that is still open on the POS (such as an Account Sale)

b) An Online Order that has been accepted but has not been marked as Ready, ie: this is sitting in the Pending section on your Orders section.

 

What are the differences between Draft & Approved?

When pushing through Reconciliation invoices to Xero, you have the option to export in one of two ways (Draft & Approved)

Draft exports your Reconciliation invoice as a $0 Draft invoices, your Payments will be written to the invoice as negative line items and your Revenue will be written as positive line items (balancing out the invoice to $0). The draft is an invoice in an unfinalised state, so everything can be changed.

Approved is just taking your Draft invoice above and instead of having negative line items for Payments, it applied actual payments to the invoice in Xero which moves it from a draft state into Approved. This means that the invoice is finalized, you can’t make any edits (you can only void).

Use this method only if you want to set and forget, and you don’t wish to make any adjustments later.

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