Xero Tracking Categories

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If you use Xero tracking categories and your FlexiTime account is linked to Xero, FlexiTime can assign Payroll costs and Billing revenue to tracking categories when bills and invoices are sent through to Xero.

To set up tracking categories in FlexiTime, go to Setup > Company Settings > Connect.  If you had active tracking categories in Xero when your account was linked to FlexiTime, your tracking categories will already be listed.  If not, click Refresh to retrieve your tracking categories from Xero.

 

From the dropdown fields, you can choose the FlexiTime location that Xero will source tracking category information from.  How you set up those tracking categories will depend on the sources you choose:

 

Payroll Sources

Employees

If payroll tracking code sources are set to Employees, go to Setup > Employees and edit each employee. Under the Employment tab, you will be able to select the tracking category destination. This would typically be used if your tracking categories record department or region.

 

Pay Codes

If payroll tracking code sources are set to Pay Codes, go to Setup > Pay Codes and edit each Pay Code. Depending on the tracking categories you're using, and how you run your payroll system, you may need to create custom Pay Codes. For more information, see the support article on maintaining Pay Codes. 

This approach would typically be used where your employees do work across multiple areas that you have set up as tracking categories.

 

Jobs

If payroll tracking code sources are set to Jobs, go to the Jobs tab and edit each job. Enter the relevant tracking code destination in the Job Summary field. This method is used to allow tracking to more dynamic tracking categories that may change frequently for example events for an event management company, or productions for a theatre. For more information on using jobs with tracking categories, see this article.

 

Invoice Sources

Invoice sources will only be available if your FlexiTime account includes Billing.

Clients

If invoice tracking code sources are set to Clients, go to Setup > Clients and edit each client. Under the Client Details tab, you will be able to select the tracking category destination. You might use this where you're tracking revenue against the various sectors / industries of your clients.

 

Charge Types

If invoice tracking code sources are set to Charge Types, go to Setup > Charge Types and edit each Charge Type.  Depending on the tracking categories you're using, and how you run your payroll system, you may need to create custom Charge Types. For more information, see the Charge Types section of the Billing support article.

 

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