Choose accounts and tax rates for Xero

Use your Xero chart of accounts, tracking categories and tax rates on to.co, code each line of a document, and have bills and purchase orders go into Xero coded the way you chose.

Coding is how you say which account, tracking option and tax rate each line of a document goes to. On to.co, you code with your own Xero accounts, so a bill or purchase order arrives in Xero already coded.

Your coding is private. Trading partners never see it, and you never see theirs. Owners and Finance members change it.

Your Xero accounts on to.co

When you connect Xero, to.co copies once, into Documents, then Coding:

your chart of accounts, as a dimension named Xero;
each tracking category, as a dimension with its own name.

to.co never reads them again by itself. When you add or change accounts or tracking options in Xero, choose Refresh from Xero. What Xero no longer has is turned off on to.co, not deleted, so documents already coded keep their coding.

If you already had a dimension called Xero, nothing is copied when you connect, so nothing you made is written over.

Your Xero tax rates on to.co

Open Documents, then Tax codes. Under From your accounting system, choose Import tax rates from Xero, followed by your Xero organization's name. Each active Xero rate for sales becomes a tax code. The page lists any rate it skipped, and why. Importing again updates the codes it made. Your names for them stay.

to.co checks that each code fits together and does the arithmetic. It does not say a rate is right for what you sell.

Code a document

Every document has a Your coding panel. Each line gets one value from each dimension, and your own tax code.

Lines not saved yet are filled in for you, in this order:

your coding of the order the document was made from;
a rule for that partner, then a rule for that item;
each dimension's default.

On a document you received, the tax code that charges the same tax as the sender is picked for you. If you coded a line from the same partner before, to.co shows how, with Use it. It is used only if you choose it.

Check the lines, then choose Save coding. To spread a line across accounts or projects, choose Split this line. The parts must add up to 100%.

Rules

Under Coding, then Rules, choose Add a rule. A rule applies to:

A trading partner: everything from that business;
An item: matched by the supplier's item number, your item number or a GTIN.

You still check each document before you save its coding.

What goes into Xero

Bills. When you add a partner's invoice to Xero, each line you coded goes in with your Xero account and tracking. Its tax goes in as the Xero rate behind your tax code, when that code came from Xero and the rate applies to purchases. Otherwise to.co uses your Xero purchase rate with the same percentage, and asks you when more than one matches. A line split into parts, or not coded, goes to the expense account you choose when you add it. See Add a trading partner's invoice to Xero.
Purchase orders. An order you send on to.co goes into Xero as a draft purchase order coded as you coded the request or the order. When the supplier's invoice arrives, your coding of the order carries onto it.

to.co uses only accounts and tracking copied from the Xero connection the bill goes into. Dimensions you made yourself stay on to.co.