Xero - Journal Mapping and Export

On the 1st of each month, Utilmate exports draft journals to Xero for the previous months' sales.  To do this, you need to map account codes in Utilmate with those in Xero.

 

Before you begin

Before mapping account codes, you'll need to:

• Consider the end of month journals you want to flow from Utilmate to Xero. If you want more detailed journals than the default ones we provide, please talk to us. For example, journals for separate buildings or the sales for different utilities (electricity/gas etc) broken down.
• You must have the required accounts set up in Xero before they will appear in Utilmate for mapping.  If you need to set up new accounts in Xero, go to Add, edit or delete an account.

How journals work

In Utilmate the accounts receivable can only be updated by invoices, adjustments or receipts.  When one of the objects is added to a customers account, the following Journals will be created:

Invoices: the debtor master account is debited and the electricity, gas or water revenue and GST-Tax accounts are credited.

Debit adjustments: the mapped debtor master account is debited and the account code for that adjustment type (and potentially also tax account) are credited. 

Credit adjustments: the mapped debtor master account is credited and the account code for that adjustment type (and potentially also tax account) are debited. 

Receipts:  No journal is created for receipts as these have already been reconciled in Xero as it is received to your bank account.

The account codes related to each adjustment type can be found in the Adjustments screen from the Maintenance menu. 

Journal Account Mapping

Each Utilmate account code need to be mapped to your Xero account code.  To do this, go to the Add On's screen from the Maintenance menu, click on the Journal Account Mappings button.

In the Xero Journal Account Mapping wizard, map your Utilmate account code (left-hand-side) to a Xero account code (right-hand side) by selecting it from the dropdown list.  Once completed, click Finish. Your Utilmate accounts are now mapped to the corresponding Xero account.

Monthly Journals

Draft journals are exported to Xero on the 1st of the month for the previous month, for you to review and post.  To find these in Xero, go to Manual Journals in the Accounting menu.

Click on the Draft tab to see the previous month journals.

Review, and post.

Journal Summary report

To view monthly Journals, the Journals Summary report can be run at any time, from the reports menu.  This will provide the same totals as the journals exported to Xero.