Xero

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Xero.png
Fishbowl can export accounting information to QuickBooks, QuickBooks Online, or to Xero, a provider of online accounting software. The information listed below is specific to Xero. General accounting information is available in the Small.Accounting Integration.png Accounting Integration module. Xero provides a free trial and free QuickBooks file conversion, making it easy to experience the power and simplicity of the Fishbowl-Xero integration.

FAQs

  • How is Xero different from QuickBooks?
Both Xero and QuickBooks keep track of accounting data. Because Xero is web-based, it provides some additional advantages.
  • Does Xero work on a Mac and on Linux?
Yes. Xero runs in the cloud, independent of the operating system, and the Fishbowl server exports data to Xero. The Fishbowl server and client can run on Windows, Linux, Mac, or any combination of those operating systems.
  • How does Fishbowl functionality change when integrated with Xero
Fishbowl functionality remains the same, regardless of the accounting software that is being used.
  • When integrated with Xero, is my inventory tracked in Fishbowl or Xero?
In all accounting systems, orders will show item numbers and amounts, and Fishbowl will keep track of the inventory. Below is an example of a Fishbowl order exported to Xero.
Xero invoice.png

Integration

Follow the steps below to integrate Fishbowl with Xero.

  1. Open the Small.Accounting Integration.png Accounting Integration module, click the Configure tab, and then click the Connect to Xero button.
    Accounting Buttons.png
  2. Click the blue link in the wizard which will open a browser window.
    Xero link.png
  3. If necessary, log into Xero. Select the company and then click Authorize.
    Xero authorize.png
  4. In the Fishbowl wizard, enter the authorization code provided by Xero and then click Next.
    Xero authorization code.png
  5. Select the Xero accounts that Fishbowl should use. If an appropriate account doesn't exist in Xero, click the Create button. For a description of the accounts, see Required accounts.
    Xero accounts.png
  6. Click the Finish button to complete the integration.

To disconnect from Xero, click the Delete Button.png Disconnect button on the module toolbar.

Import

To import data from Xero to Fishbowl, select the type of informatoin that should be imported, and then click the Import Button.png Import button located on the General tab of the Small.Accounting Integration.png Accounting Integration module.

Xero tabs.png

In Fishbowl, initial inventory may be added in a few different ways:

Import Inventory via CSV file

Import Inventory via a CSV (comma separated values) file and Fishbowl's Import Wizard.

CSV files are the most common import and export format for spreadsheets and databases. CSV files allow information to be imported from spreadsheets. Barcode readers can also be programmed to export this type of file.

Add inventory in the Small.Inventory.png Inventory module

Use the Add inventory or the Cycle count options to add initial inventory, adjust inventory quantities, or scrap inventory. The component toolbar also has buttons that can be used to adjust inventory.

Export

To export data from Fishbowl to Xero, click the Export Button.png Export button located on the General tab of the Small.Accounting Integration.png Accounting Integration module.

Xero tabs.png

Required accounts

Fishbowl exports to several types of Xero accounts. During the integration, an existing Xero account can be selected or a new account can be created.

  • Accounts Receivable - The account Fishbowl will use to record the money owed to the business. For outstanding invoices the company has issued out to the client but has not yet received in cash at balance date.
  • Accounts Payable - The account Fishbowl will use to record outstanding bills of the business. For outstanding invoices the company has received from suppliers but has not yet paid at balance date.
  • Holding - The account Fishbowl will use to handle all receipts that have not been fulfilled. This is usually an Accounts Payable account type and will only be used when parts are received but the bill is not yet reconciled in Fishbowl.
  • Undeposited Funds - The account Fishbowl will use to handle all undeposited funds. This is usually a Bank account type.
  • Capital Equipment - All transactions associated with Capital Equipment part types will be tracked in this account. Usually a Fixed Asset account.
  • Internal Use - All transactions associated with Internal-Use part types will be tracked in this account. Usually an Expense account.
  • Non Inventory - All transactions associated with Non-Inventory part types will be tracked in this account. Usually an Expense account.
  • Service - All transactions associated with Service part types will be tracked in this account. Usually an Expense account.
  • Labor - All transactions associated with Labor part types will be tracked in this account. Usually an Expense account.
  • Overhead - All transactions associated with Overhead part types will be tracked in this account. Usually an Expense account.
  • Sales Retail - Tracks the income from the sale of items. This is usually a Sales account type.
  • Discount Income - Tracks the amounts associated with discounts charged to customers (i.e. for returns or restocking fees). This is usually a Revenue account type.
  • Discount Expense - Tracks the amounts associated with discounts given to customers on a sale. This is usually an Expense account type.
  • Miscellaneous Expense - Tracks the expense from the sale of miscellaneous items. This is usually an Expense account Type.
  • Sales Tax - Tracks the income from the sale of items. This is usually a Sales account type.
  • Shipping Income - Keeps track of customer charges for shipping. This should be an Income account.
  • Shipping Expense - Keeps track of vendor charges for shipping to us. This should be an Expense account.
  • Shipping Accrual - Determines the account that shipping cost expense posts against. This should be an Other Current Liability account.
  • Inventory Asset - Tracks the current value of your inventory. This should be an Other Current Asset account.
  • COGS - The cost of goods and materials held in inventory and then sold. On a profit and loss report, QuickBooks subtracts the total cost of goods sold from your total income to provide a gross profit before expenses. This must be a Cost of Goods Sold account type.
  • Scrapped Inventory - This account is used when inventory is scrapped (i.e. adjustments go down due to damage, theft, spoilage, etc.). This should be an Expense account.
  • Inventory Adjustment - This account is used to track cycle-count adjustments to inventory. This must be a Cost of Goods Sold account type.
  • Cost Variance - The Cost Variance account will only be used if the costing method specified is Standard Costing. A credit balance in a cost variance account is always favorable.

MODULE OPTIONS

Some aspects of the Small.Accounting Integration.png Accounting Integration module can be customized by opening the module, clicking the Tools menu, and then selecting Module Options.

General tab

See the General tab of the Small.Accounting Integration.png Accounting Integration module options.

Xero tab
Xero module options.png

After integrating with Xero, the integration can be further customized by opening the Accounting Integration module options. With the Accounting Integration module open, click the Tools menu and then select Module Options.

Fishbowl can export transactions to Xero with an Approved status or with a Draft status.

Costing tab

See the Costing tab of the Small.Accounting Integration.png Accounting Integration module options.