Xero Tracking Categories Tutorial Video

Xero provides the Tracking Categories feature to enable easier reporting by eliminating the need to add multiple account codes to help differentiate your Sales.

Enabling Tracking Categories in Unleashed's Xero integration allows you to select which additional data you want passed to Xero, so that you can make the most of Xero's enhanced reporting feature.  The following help page; Xero documentation describes how to setup the tracking categories in Xero and configure them to work with your Unleashed account.

Points to note

• Tracking Categories are case sensitive. The tracking category you add in Xero must match the category names in Unleashed identically (including spaces and special character).
• Tracking Categories are created and updated from your Xero account.
• The following transactions sent from Unleashed can include the tracking category detail: 
  
  • Sales invoices 
  • Sales journals
  • Purchase orders
  • Credit notes
  • Credit journals
  • Supplier returns
  • Supplier returns journals
  • Stock adjustments
  • Stock takes
• If the Tracking Category you have selected in Unleashed has not been created in Xero, the record exported to Xero will still export successfully, but the Tracking Category field will be blank in Xero.
• You cannot create, manage or delete any Xero tracking categories or category options from within Unleashed. You must update both systems manually to apply any changes.
• You can only have 2 active tracking categories set up in Unleashed's Xero configuration settings.

The following table details which Tracking Category in Xero aligns with which category in Unleashed: 

Setting up Tracking Categories in Xero

Before your can setup Tracking Categories in Unleashed's Xero integration, you first need to set the Tracking Categories up in Xero:

1. In your Xero account, go to the Accounting menu, select Advanced.
   
   
2. Click Tracking categories.
   
   
3. Click Add Tracking Category.
   
   
4. Select the Tracking Category you'd like to use. You have the option to select from the following options
   • Warehouse
   • Sales Person
   • Sales Group
   • Product Group
   • Customer Type
     
     

5. Under Category Options add each name that will be listed for the Category. 
   Each name must identically match it's counterpart in Unleashed. For instance, if you have selects Warehouse, each Warehouse option added to Xero must match the Warehouse Name provided in Unleashed. 
   
   

6. Click Save and the category will be added in Xero. 

For more details on adding Tracking Categories in Xero, see Xero's Support file: Set up tracking categories and options.

Setting up Tracking Categories in Unleashed

Once your Tracking Categories are setup in Xero, matching their counterpart in Unleashed, you can then configure your Xero integration to include the Tracking Category detail when transactions are exported from Unleashed.

To configure Tracking Categories in Unleashed's Xero integration:

1. From the main menu, go to Integration, Integration Store and click on the Xero tile.
   
   
2. Click on the Configuration tab and scroll down to Advanced Features.
   
   
3. Toggle on Tracking Categories and two Tracking Category drop down menus will be displayed (the setting is disabled by default):
   
   • Tracking Category 1
   • Tracking Category 2
     
     
4. Use the drop down menu's available to select the two categories you'd like to track in Xero.
   
   
   
5. Use the checkboxes available along each Tracking Categories row to select which transactions you'd like to include the Tracking Category detail on.
6. Click Save Configuration on the right hand side of the Configuration page.
   
   

Once Tracking Categories are enabled and have been saved for your configuration, any relevant transaction created in Xero from then on will include the selected Tracking Category detail. Transactions that have already exported to Xero from Unleashed will not update retrospectively to include Tracking Categories.