Linking Xero tracking codes

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Setting Up and Using Xero Tracking Codes in RosterElf


This guide explains how to set up tracking codes in Xero and apply them within RosterElf to track payroll and departmental expenses. Tracking codes allow you to categorize expenses by specific departments or job positions, improving your financial reporting. In this article, you'll learn how to create tracking categories in Xero, assign them to payroll, and apply them to RosterElf Sites or Positions, providing clearer financial insights for each area of your business.


1. Creating Tracking Codes in Xero


In this section, you'll learn how to create tracking categories in Xero. Tracking categories let you categorize financial data by department or job role, offering flexibility in how you view and report your business expenses.

1.1 Setting Up Tracking Codes in Xero


1.1.1. Log into Xero, and go to Accounting Advanced Tracking categories.

1.1.2. If you have tracking categories, they will appear here. To add new ones, click Add Tracking Category.

1.1.3. Fill in the necessary details, then click Save. - Example: For departments like Front Office, Swimming Pool Staff, and Cleaning Staff.


2. Assigning Tracking Categories in Xero Payroll Settings


This section covers setting up tracking categories within Xero Payroll settings. Assigning tracking categories to payroll ensures that employee hours are correctly categorized, helping to manage departmental labor costs effectively.

2.1 Configuring Payroll Tracking in Xero

2.1.1. Navigate to Payroll Settings in Xero.

2.1.2. In Timesheet Categories, select the category created earlier, then click Save. - For more details, refer to Payroll tracking in Xero – Xero Central.


3. Using Tracking Codes in RosterElf


RosterElf allows tracking codes to be assigned by Site or Position, depending on how you organize your business. This section will guide you on choosing the most efficient setup based on your RosterElf account configuration.

3.1 Assigning Tracking Codes by Site

If each department has its own rostered Site (e.g., Front Office, Swimming Pool Staff, Cleaning Staff), it’s efficient to apply tracking codes to the Site itself.

3.1.1. In RosterElf, navigate to the Sites tab.

3.1.2. Select the relevant Site.

3.1.3. Choose the tracking code from the Xero Tracking Code dropdown and click Save.

3.2 Assigning Tracking Codes by Position

If one roster covers multiple areas (e.g., Front Office, Swimming Pool Staff, and Cleaning Staff), assigning tracking codes by Position allows flexibility by categorizing roles like Front Office Manager or Swimming Pool Attendant.

3.2.1. In RosterElf, navigate to the Positions tab.

3.2.2. Select the relevant Position.

3.2.3. Choose the tracking code from the Xero Tracking Code dropdown and click Save.


FAQs: Setting Up Xero Tracking Codes in RosterElf


1. How do I create tracking codes in Xero?
To create tracking codes in Xero, go to Accounting Advanced Tracking categories, then click Add Tracking Category. Enter the details for your categories (e.g., Front Office, Swimming Pool Staff), and click Save.

2. Can I use Xero tracking codes in RosterElf?
Yes, you can assign Xero tracking codes in RosterElf to either Sites or Positions. This setup allows for effective payroll and departmental expense tracking based on your business structure.

3. How do I assign tracking categories to payroll in Xero?
Navigate to Payroll Settings in Xero, go to Timesheet Categories, select the relevant tracking category, and click Save. This ensures employee hours are categorized accurately.


4. How can I assign tracking codes by Site in RosterElf?
In RosterElf, go to the Sites tab, select the Site you want, choose the tracking code from the Xero Tracking Code dropdown, and click Save. This is helpful if departments are set up as separate Sites.

5. Is it better to assign tracking codes by Site or Position in RosterElf?
If each department has a dedicated Site, assigning by Site works best. If multiple roles are within a single roster, assign by Position for more precise tracking across different job roles.


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