QSSConnect tax setting options – Outside Australia/New Zealand/United Kingdom
If you are outside the countries listed above you can import the custom tax types you created in Xero and map these to your MINDBODY tax data values. You have the option to “Retrieve custom tax types” or use the default and have all tax sent to the Xero standard of “Output”.
Using custom tax types is handy if you are wanting more detail on your sales taxes or are reporting to several tax jurisdictions.
If you choose to import your Xero tax types you will see something like the following. The example below is using some custom entered Canadian tax rates to illustrate our point.
In this example we have GST for British Columbia at 5%, as well as HST for Ontario at 13% and GST/PST for Manitoba at 13%. The lines highlighted in red are new tax rates retrieved from Xero. From here you can assign state or province codes to these as required (so type in the province or state code in the “Assign to state” field). If there are no duplicates then it is not necessary to assign state/province codes as these codes will be used whenever the tax is encountered. If you have duplicate rates you will need to assign them a state/province code.
We can now assign the tax values to each state (or province for our Canadian example) by entering the same code we use in the “location” area (on the system settings page) in the field above labelled “Assign to state”. To assign a code to multiple states you can separate the codes with a comma (but no spaces are permitted). Use the same codes you are using for your locations in the locations settings area of QSSConnect and your state codes from MINDBODY.
You also need to set the “Tax tolerance” in the “Tax Tolerance” field. This is where you determine the level of accuracy for tax rate matching. As we only get a numerical tax value from MINDBODY we need to calculate this tax as a percentage of the sale to then assign it a tax code. If you have tax values that are close together, eg: 9.0% and 9.25% for example you should look to set the tax tolerance at half the difference between your smallest tax differences – so in the example of 9% and 9.25% it is a good idea to set the tolerance at 0.125%. This way if small values are encountered and need to be rounded they can be more accurately assessed and assigned a code.
So you can now enter your state/province codes and click “Save” to create the settings for each “State” or province.
You only need to copy tax rates to the default when there are duplicates and you have the same tax rate and state code as possibilities for products, and you can then set product exceptions in the lower grid on a product by product basis, so if you had two options for 0% in your state or province you would need to set one as the default.
Remember that if you have the same code for multiple states or provinces (but not all provinces) then you can set multiple values by using a comma to separate them.
So how does QSSConnect determine if my sale with 13% tax belongs to Ontario or Manitoba?
Once you have assigned your codes to each state you then need to go to the locations section of QSSConnect to map the location sales coding – as below:
In the above example we have said that any sales made at our Ontario studio are assigned a tax code by location, so when we process a sale from the Ontario studio and we see 13% as the tax code we know to assign it to Ontario tax code of TAX006 HST-Ontario before it is sent to Xero.
What about an online store where tax is based on the customer address – how will that work?
This time we set up our “Online store” location and we assign it to “Tax by customer address”, so we would select as below:
Now if we make a sale in our online store it will look at our tax table and determine the tax code based on the state/province code from the customer address. So in the example here, if my Online store in MINDBODY sells an item at 13% to a customer with an address in Manitoba then QSSConnect will assign a tax code of TAX005 GST/PST-Manitoba to that item on that sale.
This is an option you can use if you wish, but if you just want to put sales tax to the default you can choose that option too.
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We’ve just released an updated supplier invoice entry screen in Quote Stock Sell. This new screen allows a lot more flexibility for adding oncosts to your goods particularly if you are an importer. This screen is for use with inventory invoices as well as drop ship invoices from suppliers, and is for local or overseas currency invoices.
The first steps are much the same as the old screen, in that you select whether the invoice relates to inventory goods or drop ship goods, then select the supplier, the location the order belongs to, and then enter the supplier invoice number – where it is, as always, checked for uniqueness within that supplier. Once the invoice number is entered you will be presented with a drop down of available purchase orders for that supplier to match to your invoice. Once selected the screen will be populated with the purchase order information and an expected total for the supplier invoice based on your purchase order.
Once the screen is populated you can enter the invoice total, tax and ex-tax total from your supplier invoice. This will then give you a balanced or unbalanced invoice (balanced if it matches the purchase order items). If there are items such as freight or credit card surcharges your invoice won’t balance, so now you can add these in the second grid titled “Miscellaneous and Non Order related – On invoice”:
Click the plus button “Add new record” to add each line item that is not part of your original purchase order, such as freight, or credit card surcharges for example. When you add them you have the choice to assign the cost to the value of the goods on the invoice and increase their cost in inventory or you can select a Xero expense account to send them to instead, leaving the inventory item costs untouched.
Now you can check that your invoice is balanced. If it is not then you may need to check the quantity and/or prices of items supplied on the invoice and adjust if necessary.
If you have no other costs to attribute to that inventory then you can submit this to accounting via the submit button, or save this supplier invoice for later addition of oncosts that are not on the invoice. If you know the other oncosts that you need to add, you can proceed to enter those now.
To enter oncosts that are not on the supplier invoice we have two more grids on this supplier invoice screen, one for local currency non-invoice oncosts and one for foreign currency non invoice oncosts (where the foreign currency must be the same currency as the original invoice).
To enter these costs proceed to the next grids on the screen entitled “Miscellaneous and non-order related – Off Invoice local” and “Miscellaneous and non-order related – Off Invoice FX”. The local costs might be port charges, local freight, fumigation and quarantine for example and are charged in local currency, and you want to apportion these costs to the goods on the invoice. Foreign currency costs might be a bill from an independent freight forwarder or similar in the overseas country of origin of your goods.
Let’s look at an example of adding local currency oncosts. This is only for the costs you want to apportion to the goods, so GST or VAT is not entered here as it is not directly apportioned to the cost of those goods – you would enter that along with the rest of that invoice directly into Xero. So once you have decided on your oncosts you click the plus sign to add new record in the grid:
This will then provide you with a pop-up window as follows:
Enter a description of the item, in the example above we have chosen freight, for local freight charged from the port to our warehouse. Enter a quantity (one is usually best as it will minimise any rounding errors). Enter the total cost of that line item, in this case we have chosen $1000 being our local invoice cost excluding tax. I then select the allocation method I wish to use – I can choose “Manual” and then go through and manually allocate this cost to the items on the invoice myself, I can choose “By value” and have the cost allocated by the item’s value in relation to the total value of goods on the invoice, or I can choose “By unit” to have the cost apportioned evenly to each unit item irrespective of unit value. I then select the GST/VAT rate if the charge has GST or VAT on it. Lastly I need to choose a Xero clearing account to put that charge to:
Select the appropriate clearing account you wish to use from a drop down list of your Xero accounts. You might choose “Freight charges local (imports) – clearing” for example. When this information goes across to Xero, the oncost will go to your inventory account increasing the value there, and the other side of this entry is to your clearing account. Then when you enter your invoice from the freight forwarder directly into Xero you can put the item to the clearing account as it is already taken up in inventory.
You can do this for each line item in the grid, from as many invoices or other sources as you need to. The process for foreign currency oncosts is the same, but in the currency of the original invoice. The foreign currency costs are converted to local currency for the inventory account but left in foreign currency when sent across to the clearing account. We recommend you use the same exchange rate that Xero uses at the time you wish to submit the invoice to ensure that the values remain balanced.
I remember well how frustrating it was to look at my inventory figure on the balance sheet and wonder exactly what the inventory was composed of, and I don’t mean physical products but the status of those products. Inventory in a busy business is very dynamic. There is always stock at different stages of passing through your business, stock coming in that you have an invoice for but the stock hasn’t yet arrived, faulty goods waiting to be returned to suppliers, faulty goods coming back from customers and sometimes inventory that you have shipped to a client but maybe haven’t invoiced to them yet. Then compound that issue over several warehouses and you get an idea of how challenging this inventory management scenario can be for a manager, especially in a small to medium sized business when cash flow counts and having an inventory full of faulty goods and pending supplier credits can really start to cause an issue. Sorting out inventory issues can be a very time consuming problem if you let it – so why not try and minimise the opportunity for your inventory to get out of hand?
With Quote Stock Sell linked to your Xero accounting system you can track your inventory within Xero in more detail, so as a manager you can review your inventory status within Xero without having to login to Quote Stock Sell. At a glance you can see your faulty goods, inventory in transit and inventory that you have returned to your supplier but have not yet seen the credit notes for.
Another reason to segment out your inventory is to assist with your true financial position at the end of each month or quarter when you want to review how your profit actually looked. If your business sometimes sends an invoice out in advance of sending goods, in order to get payment from a new customer for example, your gross profit from sales could be inflated as you are missing the related cost of goods sold making you appear more profitable than you really are in that time period. Similarly if you send goods out to your client but haven’t invoiced them because you are awaiting the completion of another component of that sale or project before you close the invoice then your cost of goods sold could be inflated in comparison to your sales (as your corresponding sales entry is not there) making you look less profitable than you really are. By segmenting your inventory you can see at a glance what these sales and inventory figures are that could distort your true profit position.
How good are you at organising your supplier returns of faulty goods, or rather how good is your staff member that is responsible for returning those faulty goods? Can you look at your balance sheet and see instantly that the “Faulty inventory” category doesn’t appear on the balance sheet because it is sitting at $0.00 indicating all goods have been returned? If you can instantly see that there is $44715.77 of faulty inventory in your balance sheet (see the example balance sheet segment above) as a result of your normal business processes through your sales and inventory system (without you needing to do manual counts or journals) and is in real time, then you can immediately take action to resolve that situation. Sure many systems can run reports to identify your faulty inventory – but how often do you run those reports in comparison to reviewing your balance sheet?
If you would like to learn more about segmenting your inventory by using Quote Stock Sell and Xero please get in touch with us at firstname.lastname@example.org or contact your accountant, book keeper or business advisor and feel free to refer them to us if they would like more detailed information.
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We’ve just added the ability to link revenue category data as well as the current location data to your MINDBODY sales when they are processed to Xero. Now you can review your revenue by category in Xero.
To enable this feature you will first need to login to Xero and create the product category options. To do this go to “Settings” then “General Settings” and choose “Tracking”. Now you can create your tracking category and associated options as per the screenshot below:
Once enabled you need to then map the MINDBODY categories to the Xero tracking category options you have set in Xero.
Now select the MINDBODY Category (revenue Category) that you wish to map to each Xero tracking category option:
Once you have mapped all your product categories and locations you can choose your starting point to upload transactions from a list of the last ten transactions and your data will start flowing to Xero.
More detailed help is available once logged in to QSSConnect by choosing the “?” symbol from the main menu
Our latest update to QSSConnect now allows you to map a single location in your MINDBODY system to a Xero company file. If you wish to connect multiple sites from within your single MINDBODY system to separate Xero company files you can now do this by setting up a separate QSSConnect instance for each site you wish to connect and then selecting the MINDBODY site and Xero company file to link within the QSSConnect interface. As each QSSConnect instance is identified by email address you will need to use a different email address for each login (site connection between MINDBODY location and Xero company file) – but this can be achieved by setting up a “nickname” or “alias” in your email system to provide you with an additional email address relating to each site.
The steps for setting up are as follows:
- Register with QSSConnect (http://bit.ly/1gBGBNo) for the first site you wish to connect. Let’s say we are going to set up “Clubville” first, so I will create an email nickname of say email@example.com or I may use my usual email address here as it is the first connection I am creating in QSSConnect.
- Now in Xero I will need to set up Tracking Categories and create a category then a category option to link to the MINDBODY location. In our example we have used “Adelaide” as the Xero tracking category that we are going to map to “Clubville” in MINDBODY.
- Now I can log in to QSSConnect and complete the form with my company info. Also you setup your location details in the “Office details” table. At this point you cannot link your locations as you are not connected – so you will come back here at the end of the process.
- Now you connect to the Xero company file you want to link to on the Xero-MINDBODY settings page and then connect to MINDBODY.
- Complete the rest of the set up (as per the QSSConnect help file) on the Xero-MINDBODY settings page and save your changes.
- Now return to the “System settings” page and click on the location in the office details that you set up earlier and select the Xero tracking category, the Xero tracking option and the MINDBODY location you wish to connect to this Xero file and select “Allow MINDBODY Sync” to be “Yes” for this location. Click the blue tick in the box to save this information. If you select “No” here it will not sync this location.
- There is no need to setup the other locations in this table if you do not wish them to synch to this Xero file, but if you do set them up you can set them to “no” if you do not want them to sync to your selected Xero file.
- Now repeat the whole process for the next Xero file you wish to link to the next MINDBODY location, starting with the QSSConnect registration for that location.
Feel free to email us if you encounter any difficulties in connecting or if you have any issues on firstname.lastname@example.org