Xero v2 Integration - Tracking

Overview

Tracking categories that are set up in Xero can be linked in Astute so that tracking applies to the data exported into Xero. 

In Astute, tracking category configuration is managed from Config > Company Management > select the entity > Integration. 

Set up Tracking

To set up tracking categories and options in Astute:

1. Go to Config > Company Management > Entity > Integration.

2. Tick the Account Types that are going to have a tracking code applied against them during the export.

3. Enter a Tracking Alias that matches the tracking category name that has been set up in your Xero organisation. The alias needs to match the category in Xero identically. 

4. Select the Tracked Astute Field from the drop-down menu. The selection you make here identifies the tracking information that will be pulled through during the export.

5. In Xero, enter the value from the Tracked Astute Field drop-down, ensuring that the spelling and formatting is identical.

In the below example, we’ve opted to select all account types for tracking. The Tracking Alias has been named ‘Region’ which is the name of the Xero Tracking Category. 

The Tracked Astute Field has been set to ‘Sub-Entity one (Name)’. If subentities are enabled in your portal, you may call them something different, but typically they’d display as Branches and Divisions and are configured in Config > Reporting. 

In this example, we’ve ensured that the Branch (subentity one) Names are exactly the same as the names of the Xero category options. 

   

If you have a second tracking category that you would like to set up, repeat the steps above for the second line in Astute.

Please note that an export will not fail if the tracking options are not set correctly. The export will go through and tracking will not be allocated. 

Xero allows a maximum of two active tracking categories with 100 tracking options each. If an export contains more than 100 options for a category (eg tracking is set up for ‘Name’ and the export includes more than 100 unique names), this category cannot be used.

For more information on setting up tracking in Xero, please refer to their help article here.