Overview
- Highly customisable sales data sync between your Impos system and Xero, MYOB or QuickBooks Online.
How does the integration work?
Sales and payment totals from Impos are automatically synced to Xero, MYOB or QuickBooks Online as a sales invoice on a daily, weekly, or monthly basis. Split your sales by Impos product category or deparment and get valuable insight into your businesses performance.
Automate financial reporting, save time and reduce your administrative costs. Features:
- Automatically sync sales and payment totals to Xero
- Split sales into different GL accounts
- Group payments to easily reconcile
- Apply tracking categories for even more insight into your business
- Sync Gift Cards and other custom
With per order sync:
- Impos order ID is used as invoice number
- Override invoice number prefix
Advanced features:
- Push Payments as negative items
- Group payment types by accountsa
- Ignore payments (all or some)
- Syncs invoice with status
Orders sync on the date they are closed or paid in full. For orders paid in partial, order will sync on the date of last payment.
How do I set up the integration?
The integration is an assisted integration. Currently we do not permit users to setup their own integration due to the large number of configuration settings available. An Amaka integration consultant will work with you to determine your specific requirements and configure your integration accordingly. During this process the integrations team will also ensure that data is correctly synchronising with your accounting software. Book a setup session.
How are the sales items presented on the invoice?
The sales comes in various forms depending on the customer’s preference. Sales items can be presented on the following formats:
- Detailed – A detailed invoice will sync each and every product sold.
- Summarised – A summarised invoice will have 2 line items for sales in the sales invoice. One for taxed items and one for GST free items.
- Grouped According to Product Category / Product Department – This type of invoice will sync sales according to product category or department
- Per order sync – Each order and/or invoices will sync as individual invoice in the account software.
How does the integration handle discounts?
Like sales, taxable and non-taxable discounts are shown separately on the invoice, both are mapped to one account.
The integration splits the discount to taxable and non-taxable based on how Impos computes the taxable and non-taxable discount.
Percentage order/bill discount
Impos computes the discount on both taxable and non-taxable items based on the percent of the order discount. For example:
- Taxable Item A – $20
- Non-taxable Item B – $30
- 20% Order Discount is $10, of which $4 ($20 x 20%) is taxable and of which $6 ($30 x 20%) is non-taxable.
Dollar order/bill discount
Impos splits the discount based on the proportion of an item to the total order. Example:
- Taxable Item A – $20
- Non-taxable Item B – $30
- $20 Order Discount – $20 of which $8 ($20 x 20/50) is taxable and of which $12 ($20 x 30/50) is non-taxable.
Percentage item discount
Impos compute the discount on the total amount of the item, regardless of the quantity. Example:
- 3 x Item A @ $20 – $60
- 10% Item discount is – $6
Dollar item discount
Impos compute the discount based on the quantity of the item ordered, regardless of the total amount. Example:
- 3 x Item A @ $20 – $60
- $5 Item discount – $15 (3 x $5)
Order discount with item discount
Order discount, whether percent or dollar, is computed on the total order amount less item discount. Example:
- Taxable Item A – $20
- Non-taxable Item B – $30
- $5 Item Discount on Item A – $5
- 10% Order Discount – $4.5 (Item A – Item Discount + Item B x 10%)
Orders which are 100% discounted do not sync on the the invoice. Discounts from Deal groups are distributed as order discounts instead of as item discounts. Discounts are computed before the payment surcharge, check surcharge and tips.
How do surcharges work?
A payment surcharge is an additional amount charged by a business when you pay for goods or services by one form of payment (e.g. a credit card) rather than another (e.g. cash).
Payment surcharges are used to recoup merchant fees charged by EFTPOS providers, and are attached to specific payment types.
Impos allows Check Surcharges and Payment surcharges.
Impos computes the payment surcharge on both taxable and non-taxable items based on the percent of the surcharge. Example:
- Taxable Item A – $36
- Non-taxable Item B – $60
- Surcharge is 4% – $3.84 of which $1.44 is taxable and $2.40 is non-taxable.
If the item is taxable, so is the payment surcharge.
Surcharges can be mapped to an Other Income account. Taxable and non-taxable surcharges are separately shown in the invoice.
Note: Surcharges follow the tax rate of the item. Thus, if the item is taxed at 49%, surcharge is also taxed at the same rate.
Surcharges are computed after discount and check surcharge, and before tips.
What are service fees?
Service fees in Impos can be in the form of Check Surcharges. Check Surcharges are most commonly used to increase the price of all items by a percentage amount on a particular station.
One example of a check surcharge is ‘Sunday Surcharge’.
Impos computes the check surcharge on both taxable and non-taxable items based on the percent of the surcharge. Example:
- Taxable Item A – $36
- Non-taxable Item B – $60
- 15% Check Surcharge – $14.4 of which $5.40 is taxable and $9 is non-taxable.
If the item is taxable, so is the check surcharge.
Check Surcharges are mapped to income accounts. Taxable and non-taxable check surcharges are separately shown in the invoice and mapped to different account.
How does the integration handle tips?
Tips received in Impos will be synced into the ‘Tips Liability’ current liability account in the accounting software. Tips can be omitted from the sales sync if the user chooses, however this will result in differences of actual amounts deposited into the bank account compared to payment amounts. This is because when a customer pays via credit card and leaves a tip, the business will receive the full amount including the tip. This can be contrasted with cash tips, where the business may disperse these to staff on the night (and deposit the corresponding cash net of the tips received).
What causes rounding issues? What is the importance of rounding?
Rounding delta arises when the total amount of the order is not equal to the amount cash paid allowed by Impos by .01 to .02. Impos automatically rounds up or down the payment to the nearest 0 or 5 hundredth. Example:
|
Total Sales |
Cash payment |
|---|---|
| $ 21.16 | $ 21.15 |
| $ 71.38 | $ 71.40 |
| $ 54.02 | $ 54.00 |
Accounting for the rounding difference matches the invoice total to the total payments received. Payment will not be applied to the invoice in the accounting software if its total amount is lower than the payment.
Rounding delta is mapped to a current liability account in the accounting software. Amount rounded down are shown as negative figures in the invoice and amount rounded up as positive.
How does the integration handle deal groups orders?
Decrease in the total amount of orders with deal groups items is treated as discount by the integration.
Discounts from Deal groups are distributed as order discounts instead of as item discounts. Example:
- Food B – $10
- Item B – $14
- Item D – $16
- Deal Group discount – $13
- 10% Order Discount – $2.70
- Cash Payment – $24.30
Invoice in Xero will be:
- Sales (GST) – $12.73
- Sales (GST Free) – $26
- Discount GST – $5
- Discount (GST Free) – $10.21
- GST – $0.77
- Cash Clearing – $24.30
How does the integration handle check deposits?
Check deposits are not recorded in the accounting software as separate sale. Only the deposits redeemed sync. Redeemed deposits syncs as normal payments.
Impos has the ability to take a deposit against a particular check. This can be useful for accepting pre-payment for tabs, tables and over-the-counter orders.
How does the integration handle membership cards?
Transactions involving membership cards rare recorder in Membership Card Liability which is a current liability account.
- Loading the card – Purchasing a new card or reloading an existing card should increase the Member Card Liability account. Reason behind: The customer will pay you cash without receiving any goods thus, the liability account.
- Using the card for paying orders – Orders paid through Membership cards are pushed to the accounting in the liability account. So when an order is paid through member payment, the liability account will decrease.
How are refunds being represented?
The standard across all integrations is that refunds are pushed to the accounting software as Credit Notes. How refunds are integrated varies between integrations depending on how the credit note is created in the accounting software. In Xero, accounts entered in credit note are debited thus, an entry to Sales will decrease that account. Credit notes in Xero are closed by paying cash refunds which is mapped to a Cash Clearing account.
Refunds are synced to the accounting software the same way sales are synced. If sales are pushed in a sales summary invoice, so are the refunds.
Currently, Impos allows a user to include service fees, surcharges and tips to be included in the refund. Service fees are mapped as other income, including these in the refund will decrease other income the same way sales will decrease.
Refunding tips will decrease the Staff Tips Liability account where tips are mapped.
Refund items created on the POS with additional item, regardless if the net amoubt is positive or negative, are not included in the credit note. They are deducted on the gross sales. Example:
- Item A – $20
- Refunded Item B – ($15)
- Total amount of order – $5
The net amount of $5 will be added on the invoice instead of adding $20 on the gross sales and adding $15 on the credit note. This is because the integration cannot capture a separate payment for the normal sale item and the refunded item.
Adding $20 on the gross sales and adding $15 on the credit note will result to a partially unpaid invoice and credit note.
How do reversed orders and partial refunds work?
When reversing an order in Impos, the user can either void items or add additional items.
- A user can reverse an order already paid to add additional items. How should this order flow to the accounting software?
- If the reversal happen in the same day, only the revised order will sync as invoice in the accounting software.
- If the reversal happened on the following day, the original order will sync as an invoice. A credit note will be created for the reversed order. A new invoice will be created for the order with the additional items.
- A user can reverse an order already paid to void items. How should this order flow to the account software?
- If the order is reopen to void all items on the same day the order is closed, no invoice will sync.
- If the order is reopen to void all items on the following day the order is closed, the voided order will sync as a credit note.
For reopen orders to void some items, please see Partial Refunds.
If you refund an order from a previous sync period, a credit note will be created for the whole order. A new invoice will be created for the non-voided and non-refunded items. Note that this will not affect the net sales. Only the gross sales and refund items in Impos will not equal to the total sales and refunds in the accounting software, regardless if the original order is created on the same day or previous day.
How are payments pushed to the accounting software?
Payments are pushed to clearing accounts. Payments of the same type can be mapped to a single clearing account which will make reconciling easier. If the customer prefers, payments can be mapped directly to the bank accounts.
In the payment setup of Impos, there is a “Payment Method” and a “Payment Method Types” and we sync each “Payment Method”.
When cash/merchant settlements are deposited into the bank, these deposits whould be applied against the corresponding clearing accounts to reduce their balances to zero.
For example, a $200 total sales is paid via $100 cash and $100 credit. If cash payments are mapped to Cash Clearing account and credit payments to Debit/Credit Clearing account. This transaction will:
- Increase total sales/revenue by $200
- Increase Cash Clearing account by $100
- Increase Debit/Credit Clearing account by $100
Once the cash and credit payments are deposited and applied against the corresponding clearing accounts. This transaction will:
- Decrease Cash Clearing account by $100 resulting to zero balance
- Decrease Debit/Credit Clearing account by $100 resulting to zero balance
How does the integration handle cash out?
Cash out could mean – using the store’s cash payments received to buy something like ingredients, office supply, meals, etc. The cash out is pushed as a bill. The client has the option to apply payments to the cash outs.
How does pushing payments as negative items look on the sales invoice?
Payments will be shown in the invoice as separate line item with negative amounts. Invoice total will be $0.
How does grouping payment types by account look in the accounting software?
Payments that are mapped to the same account will be grouped together on the sales invoice under one payment. Example: If the toggle for group payment types by account is off, Master and EFTPOS payments will be pushed as separate payment on the invoice but if the the toggle is on, Master and EFTPOS payments will be pushed as a single payment on the invoice.
What is the best report to check when comparing data from Impos to accounting software?
The best report to compare data is the Checks by payment type report. This report will show all payments received on particular date including order which are closed on this date.