You can configure and use the Xero Tracking Categories and Customer Credit Limits feature with your Xero integration.
Tutorial Videos
Setting Credit Limits with Xero and Unleashed
Xero Tracking Categories in Unleashed
Customer Credit Limits
The Credit Limits feature allows you to enable a credit limit for your customers in Unleashed. It will then automatically sync and update the value of the customers outstanding invoice balance from Xero.
This will provide better visibility for you to limit the value of outstanding invoices for a customer.
Points to Note
On the Xero Integration page | Configuration tab, the Enable Customer Credit Limits toggle must be enabled.
Credit Limits must be set at a customer level for each customer in Unleashed.
The base currency between Unleashed and Xero MUST be the same to ensure accurate credit balance values.
The Credit Limits feature in Unleashed can be controlled by the super user using the appropriate role permissions.
Once you enable and set the credit limit for a customer, you can still create a sales order and invoice but you cannot complete a sales order (shipment) for the customer if they are over the credit limit.
You can ignore the Credit Limit and complete sales orders by assigning the Override Credit Limits role permission.
Enable Credit Limits in the Xero integration
Go to Integration | Integration Store | Xero.
Click Configuration and scroll down to Advanced Features.
Under Advanced Features, select the Enable Customer Credit Limits toggle.
Manage Credit Limit access for Users with Role Permissions
Go to Settings | Security | Role Permissions.
Select the required role from the Role drop-down list.
Click Expand All and then click Sales | Customer.
The following permissions will be displayed for Credit Limits:
Override Credit Limits: Enables completion of sales orders even when the customer is over the set credit limit value.
Set Credit Limits: Enables setting the credit limit for each customer.
Apply Credit Limits to Customers
Open the customer record.
Toggle on "Apply Credit Limit".
In "Set Credit Limit", specify the customer's.
The "Credit Balance" will automatically sync with Xero every hour to show their latest credit balance.
If you have multiple customers you wish to apply credit limits to, use the Import Customers template.
Important: The Credit Balance field will sync only when you have approved invoice(s) in Xero for the customer. The manual sync will refresh ONLY once every 15 minutes
Using Credit Limits
If a customer has exceeded the credit limit value you have assigned, you can still create and invoice a sales order. However, you will not be able to complete the order or dispatch any shipments.
The logic here is that we still want the invoice journal to export to Xero so as to make the owing balance visible there as well, but prevent the Sales Order from completing, as that information is purely based within Unleashed, and is a way to physically stop overriding the credit limits.
You can select the Ignore Credit Limit checkbox if you want to complete the order.
Enable Syncing Xero Invoice Payment Details With the Payment Received Flag
This feature enables you to automatically sync payment information from Xero invoices into your Sales Invoices in Unleashed. When enabled, it checks if any payment value has been made against your Xero invoices and updates your Sales Invoices with the 'Payment Received' flag. The flag is designed to identfity that a payment has been received, but does not differentiate if the payment has been made in full or not. By default, it runs an hourly check, but there are options for every 6 hours or daily.
The sync is one-way only: payment details are pulled from Xero to determine if the Payment Received flag should be applied to Sales Invoices; this will not push information back to Xero. Xero is the source of truth, so changes to the Payment Flag in Unleashed will be overwritten by Xero.
Tracking Categories
Xero provides the Tracking Categories feature to enable easier reporting by eliminating the need to add multiple account codes to help differentiate your Sales.
Enabling Tracking Categories in Unleashed's Xero integration allows you to select which additional data you want passed to Xero, so that you can make the most of Xero's enhanced reporting feature. The following help page; Xero documentation describes how to setup the tracking categories in Xero and configure them to work with your Unleashed account.
Points to note
Tracking Categories are case sensitive. The tracking category you add in Xero must match the category names in Unleashed identically (including spaces and special character).
Tracking Categories are created and updated from your Xero account.
The following transactions sent from Unleashed can include the tracking category detail:
Sales invoices
Sales journals
Purchase orders
Credit notes
Credit journals
Supplier returns
Supplier returns journals
Stock adjustments
Stock takes
If the Tracking Category you have selected in Unleashed has not been created in Xero, the record exported to Xero will still export successfully, but the Tracking Category field will be blank in Xero.
You cannot create, manage or delete any Xero tracking categories or category options from within Unleashed. You must update both systems manually to apply any changes.
You can only have 2 active tracking categories set up in Unleashed's Xero configuration settings.
Tracking Categories may not be available for certain types of journals, as the integration by design doesn't sync with the inventory side of Xero. E.g. for sales journals, we do not export product data and stock details (e.g. product groups) to Xero but a record of the overall stock value change from one account into another.
The following table details which Tracking Category in Xero aligns with which category in Unleashed:
Tracking Category in Xero | Tracking Category in Unleashed |
Warehouse | |
Sales Person | |
Sales Group | |
Product Group | |
Customer Type |
Set up Tracking Categories in Xero
Before you can set up Tracking Categories in Unleashed's Xero integration, you first need to set the Tracking Categories up in Xero:
In your Xero account, go to the Accounting menu, select Advanced.
Click Tracking categories.
Click Add Tracking Category.
Select the Tracking Category you'd like to use. You have the option to select from the following options
Warehouse
Sales Person
Sales Group
Product Group
Customer Type
Under Category Options add each name that will be listed for the Category.
Each name must identically match it's counterpart in Unleashed. For instance, if you have selects Warehouse, each Warehouse option added to Xero must match the Warehouse Name provided in Unleashed.Click Save and the category will be added in Xero.
For more details on adding Tracking Categories in Xero, see Set up tracking categories and options.
Set up Tracking Categories in Unleashed
Once your Tracking Categories are setup in Xero, matching their counterpart in Unleashed, you can then configure your Xero integration to include the Tracking Category detail when transactions are exported from Unleashed.
To configure Tracking Categories in Unleashed's Xero integration:
From the main menu, go to Integration, Integration Store and click on the Xero tile.
Click on the Configuration tab and scroll down to Advanced Features.
Toggle on Tracking Categories and two Tracking Category drop down menus will be displayed (the setting is disabled by default):
Tracking Category 1
Tracking Category 2
Use the drop-down menus to select the two categories you'd like to track in Xero.
Use the checkboxes available along each Tracking Categories row to select which transactions you'd like to include the Tracking Category detail on.
Click Save Configuration on the right-hand side of the Configuration page.
Once Tracking Categories are enabled and have been saved for your configuration, any relevant transaction created in Xero from then on will include the selected Tracking Category detail. Transactions that have already exported to Xero from Unleashed will not update retrospectively to include Tracking Categories.
📌 Note: The Tracking Categories displayed in your Xero Sales invoice and Purchase bill will be the options you have configured in Xero, irrespective of the options you have selected in Unleashed and will be common for both Sales and Purchases.
Example
Tracking Categories selected in Unleashed | Tracking Categories setup in Xero |
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The tracking categories displayed on all Sales and Purchases will be Warehouse and Sales Group.
Frequently asked questions
Is it possible to generate a report showing each customer's current credit balance?
Is it possible to generate a report showing each customer's current credit balance?
When the Advanced Feature "Customer Credit Limits" is enabled within your Xero integration, each customer's current Credit Balance will sync from Xero to be displayed in the customer's Details tab.
There is no report or exportable page in Unleashed that will show a comprehensive list of all customers and their current credit balances. Instead, go directly to your Xero account to review a full report for all customer credit balances.