Scenarios:

  1. Your organisation uses Xero Accounting Software

  2. You want to set up and use Xero tracking codes in Enrolmy 

This document assumes the following:

  • You have undergone a Xero Introduction Course and understand these basic accounting principles

  • You have prepared your sessions

  • You have prepared your categories

  • You have set up your account codes in Xero with payments enabled to them

  • You are familiar with tracking in Xero

How To Setup Branch & Department Codes, Inside Xero

1. log in to Xero and navigate to Accounting

2. Select Tracking Categories

3. Add or edit your regional tracking codes

4. Add your activity type tracking codes. 

How To Add Branch & Department Codes Into Enrolmy

Xero Tracking Codes are pulled directly from Xero into your Enrolmy Account. Therefore, every time tracking codes are created or edited in Xero, you will need to update your Enrolmy Chart of Accounts. To do this,

1. Navigate to your Organisation Settings

2. Click Xero Integration

3. Select “Update Chart of Accounts”

How To Assign Your Regional Tracking Code Inside Enrolmy

Ensure that every line item on a new invoice or credit note that is associated with activity at this venue, will have this tracking code assigned.

  1. Navigate to Settings, click Venues

  2. Select the desired venue and click Edit

  3. Scroll to the “Xero tracking option” field and select your tracking code for that venue

  4. Click “Save Venue”

How to Assign Your Session Pricing Tracking Codes Inside Enrolmy

Ensure that every line item for this session type on an invoice or credit note will have this tracking code assigned.

  1. Navigate to Settings, click Session Pricing

  2. Select your session and Edit

  3. Find the “Xero tracking option” field and select the appropriate tracking code for this activity session.

  4. Click “Save Changes”

How To Assign a Xero Tracking Code to a Registration Booking Item or Additional Item

Ensure that every line item for this additional item on an invoice or credit note will have this tracking code assigned.

  1. Navigate to Settings, click Additional Items (or Registration Pricing)

  2. Select your item and Edit

  3. Find the “Xero tracking option” field and select your tracking code.

  4. Click “Save Changes”

How to Use Xero Tracking Codes for Activities 

This is most useful if you wish to use Xero to track revenue per activity as opposed to per session.

1. Edit your activity 

2. Scroll down to "Invoice Settings" and select "Show Advanced Options"

3. Select your desired "Xero tracking option" 

Please note:

  1. Xero tracking option in Session Pricing will override the Xero tracking assigned under Activities (described above under “How To Assign Your Session Pricing Tracking Codes Inside Enrolmy”).

  2. If you have assigned Xero tracking under Session Pricing - the use Xero Tracking Codes for Activities is not mandatory.

Sync with Xero

Finally, launch update Chart or Accounts in Enrolmy and undergo Xero sync from Enrolmy once you have assigned your tracking codes in Enrolmy, to ensure the tracking codes are working correctly.

Common Questions

Q: Will my old invoices (prior to setting up the tracking codes) now show the Xero tracking coding?

A: Invoices and credit notes generated from the date that you set up the Xero Tracking Codes in Enrolmy, will have the Xero Tracking Codes applied. However, all invoices and credit notes generated prior to this date, will not.

Congratulations! You know how to setup and use Xero Tracking Codes in Enrolmy!