Integration Setup
Xero Integration Setup
Xero Store Contact ID
This will be prefilled for you. This is the Ramsys Tennant ID and Identifies Ramsys to Xero
Default Sales Account
- Revenue account code in Xero (e.g. 200)
- All sales totals are posted here by default, you may override this for individual items.
Accounting note:
This should map to your Sales / Revenue GL account
Default Payments Account
- Account where payments are recorded
- Common setups:
- Bank Account → simple setups
- Clearing Account → recommended for POS systems
Why clearing account?
Allows batching and easier reconciliation against bank deposits
Connect to Xero
- Starts OAuth authentication with Xero
- Opens login/consent window
System behaviour:
- Stores secure access + refresh tokens
- Required before any export occurs
Save Changes
- Commits all configuration values to Ramsys
- Does not validate connection, purely saves settings
Exit – Discard Changes
- Closes screen without saving
- Any unsaved changes are lost
Data Flow (What Actually Happens)
Once configured, Ramsys typically:
- Creates a Sales Invoice in Xero
- Posts revenue to Sales Account(s)
- Applies a Payment
- Allocated to Payments Account(s)
Recommended Configuration (Real-World)
For most Ramsys installations:
- Sales Account: 200 (Sales)
- Payments Account: 090 (Undeposited Funds / Clearing)
This setup:
- Keeps Xero clean
- Simplifies bank reconciliation
- Matches daily POS totals
Common Implementation Pitfalls
Wrong Account Type
- Posting sales to non-revenue account
- Using bank account as sales account
Skipping Connection Step
- System appears configured but exports fail silently