Overview:

Workbench can use one or both of the Tracking Categories available to record against AR & AP transactions in Xero.

The two tracking categories are populated with attributes from Jobs in Workbench:

Screen Guide:

Xero Integration

The Tracking Categories can be named as required on the Xero Integration screen.

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The Tracking Categories must match exactly how they are named in Xero. Note this is case sensitive, and must match exactly how the categories are specified in Xero.

Tracking Category 1

The Profit Centres in Workbench are mapped to these options by an Export Code which can be specified on each Profit Centre in Workbench, refer Profit Centres.

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Note that Export Code does not need to be the same as the Profit Centre Code itself.

If the Export Code is not populated, the Tracking Category 1 is not updated in Xero.  If Profit Centre Tracking is not required in Xero, then leave all the Profit Centre Export Codes blank.

Tracking Category 2

Another job attribute can be populated on the Tracking Category 2 by using:

1. Job Groups - multiple groups - one Group per Tracking category options values in Xero.

2. Job Groups - one group - matching the Tracking category name in Xero.

3. Setting ‘Export Job Codes’

4. Setting ‘Export Job Type’
   
   

If a Job Group is specified on a job where the group category is "Export", then the Description of the of the Job Group is populated as Tracking Category 2.

If required, create the new "Export" Group Category in Group Category List. Then create the groups in Group List, which should match your category tracking codes in Xero.

1. Job Groups - multiple groups - one Group per Xero Tracking category options values.
   Must use the Group Category called ‘Export’, and create a Group per Xero Tracking category options that you are using. For example, if using the regions you would create 3 Job Groups in Workbench, and assign it to each Job via Job Maintenance/Job Groups.
   If Value column is not populated, Group description will be used. Value is not mandatory.
   The Description of the of the Job Group is populated as Tracking Category 2.

   If required, create the new "Export" Group Category in Group Category List. Then create the groups in Group List, which should match your category tracking options in Xero.
   
   

   
   
   

2. Job Groups - one group - matching the Xero Tracking category name
   In this example, a Group called Region was created and assigned to the Job via Job maintenance/Job Groups. For this type of setup, the Value must be populated with the exact Xero Category option for each Job.
   If Value column is not populated, Group description will be used. Value is not mandatory. The advantage with this one is that you don’t need to create a new Group each time. Double check values. Values are case sensitive.
   The Value on the Job Group is populated as Tracking Category 2.

   If required, create the new "Export" Group Category in Group Category List. Then create the group in Group List, with a name that represents the tracking category in Xero (can be the same, but matching is not a requirement).
   
   

   
   
   
   
   
   

3. Setting ‘Export Job Codes’
   This will export the Job Code as Tracking Category 2. Make sure all Job Codes exist in Xero as options for the Tracking Category that is defined in Tracking Category 2 in Workbench. No need to create Job groups.
   
   

4. Setting ‘Export Job Type’
   This will export the Job Type as Tracking Category 2. Make sure all Job Types exist in Xero as options for the Tracking Category that is defined in Tracking Category 2 in Workbench. No need to create Job groups.

Example of Xero Invoice with Tracking Categories

Below is an example of an AR Invoice exported to Xero with the Profit Centre Tracking Category 1 and Region Tracking Category 2 applied.

Next Steps: