Using Tracking Categories with Vend and Xero

Vend now allows you to track sales from each outlet to your Xero Tracking Categories, giving you the information you need to report on transactions by outlet or channel so you can drill down into different areas of your business. You can use this feature to see how each of your locations is performing or to compare your in-store sales to ecommerce sales.

Setting up Tracking Categories in Vend

  1. In Vend, click Setup
  2. Click Add-ons
  3. Next to the Xero integration, click the pencil icon
  4. Scroll to the bottom
  5. Click the toggle button to Enable Tracking Categories 

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6. Select which tracking category from your Xero account you'd like to track sales to. The names of the categories will reflect your setup in Xero. 

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7. If you only have one active tracking category in Xero, or have not set up any tracking categories in Xero, you'll have the option to add another tracking category into Xero.

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Enter the name of the tracking category you'd like to create, and then click Save. This new tracking category will sync to your Xero account. 

8. You'll then see your outlets displayed. If you have Shopify, WooCommerce or BigCommerce integrated with Vend, this will also appear in this column as a channel. Next to each outlet/channel, select the tracking option you'd like to associate it with from the drop-down menu. 

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9. If you want to create a new tracking option, start to type in the tracking option name. You'll then be prompted to add as a new tracking option. This option will then sync to your Xero account. 

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Once you're happy with your tracking category setup, click Save changes.

Setting Up Tracking Categories in Xero

You can also create tracking categories and options in Xero, and sync them to Vend. 

  1. In Xero, click Accounting
  2. Click Advanced
  3. Click Tracking categories
  4. Click Add tracking category 
  5. Name your tracking category, and add any options within it. Once this is complete, click Save

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Xero will only allow you to have two active tracking categories at a time. 

Once your tracking category and any options under it have been created, you can add more options at any time. You can also rename either your tracking category or your category options. 

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If you edit/add a tracking category or option in Xero, you'll need to sync these options back into Vend. 

  1. In Vend, click Setup
  2. Click Add-ons
  3. Click the pencil icon next to Xero
  4. Click Sync from Xero

Using Vend with Tracking Categories

Once tracking categories are enabled in your Vend/Xero integration, your invoices for register closures, on account sales, and purchase orders will contain a column with the name of your tracking category. The corresponding tracking option will appear next to each line item. 

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Using Tracking Categories in Xero's Reporting 

Once your tracking categories are mapped in Vend and included in transactions sent to Xero, you'll be able to filter for them in Xero reports that use custom report columns. These reports are Xero's Profit and Loss report, Balance Sheet, Movements in Equity, and Statement of Cashflows. 

  1. In Xero, click Accounting
  2. Click Reports
  3. Click the report you'd like to view, keeping in mind the report must use custom report columns
  4. Click Report Settings 
  5. You'll then see each of your tracking categories listed. You can select to filter the report by is or is not using the drop-down menu next to each category. You can then use the second drop-down menu to select which options you'd like to include in your filtering. 

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6. Click Update to view your report