Xero Sync

Xero keeps the books — P&L, balance sheet, bank, payroll, GST. This system keeps the stock and sends Xero invoices, credit notes, and a journal for every movement that changes the value of stock, as each one happens.

xero

Connected

POLIVAC International Pty Ltd · AU

Live

Last sync: 5 Oct, 09:14
Waiting: 3 journals · 2 invoices · 0 credits
Auto-sync: Every 30 minutes, and on demand

Inventory accounts — this system vs XeroDiffers by what's queued

Account	Stock value here	Xero balance	Queued	After push
630 Inventory — Finished Machines	$186,929.65	$186,929.65	—	$186,929.65 ✓
631 Inventory — Components & Spares	$173,411.00	$174,930.00	−$1,519.00	$173,411.00 ✓
632 Work in Progress	$42,338.00	$42,338.00	—	$42,338.00 ✓
Total	$402,678.65	$404,197.65	−$1,519.00

What goes whereThe split between this system and Xero

Data	Direction	How	Status
Sales invoices	→ Xero	One-way, raised on dispatch	968 synced · 2 queued
Credit notes	→ Xero	One-way, with any restock	4 synced · 0 queued
Inventory journals	→ Xero	Stock, WIP, COGS — every movement	32 posted · 3 queued
Supplier bills	→ Xero	From received POs (GRNI 815 clears)	Matched in Xero
Contacts	⇄ both ways	Distributors and suppliers	66 in sync
Chart of accounts	← from Xero	Mapped once, per the Xero GL	8 accounts mapped
Tax rates	← from Xero	Mapped once	5 rates mapped
Currencies	This system	USD, EUR on import POs	Rates on each PO

JNL-26-0935Stock adjustmentCycle count A1/A2 — 2 × universal clutch plate found damaged, written off5 Oct, 09:42

455	Stock Adjustments	$84.00
631	Inventory — Components & Spares		$84.00

JNL-26-0919Dispatch — cost of saleCOGS SO-41981 · Adelaide Cleaning Equipment Co5 Oct, 10:10

310	Cost of Goods Sold	$264.00
631	Inventory — Components & Spares		$264.00

JNL-26-0920Dispatch — cost of saleCOGS SO-41973 · Darling Downs Cleaning Supplies5 Oct, 10:35

310	Cost of Goods Sold	$1,171.00
631	Inventory — Components & Spares		$1,171.00

Invoices & credit notes

Document	Contact	Date	Tax rate	Total
INV-048969	Adelaide Cleaning Equipment Co	5 Oct 2026	GST on Income	$575.69
INV-048970	Darling Downs Cleaning Supplies	5 Oct 2026	GST on Income	$2,550.90

Journal	Xero ref	Source	Narration	Amount	Posted
JNL-26-0916	MJ-21143	Dispatch — cost of sale	COGS SO-41979 · Canberra Commercial Cleaning Supplies	$5,496.00	2 Oct, 17:30
JNL-26-0917	MJ-21130	Dispatch — cost of sale	COGS SO-41980 · Perth Floor Care Equipment	$669.00	2 Oct, 17:30
JNL-26-0918	MJ-21524	Dispatch — cost of sale	COGS SO-41969 · Darling Downs Cleaning Supplies	$4,671.34	2 Oct, 17:30
JNL-26-0932	MJ-26452	Kit issue	WO-26-0324 · components issued to WIP for 2 × Terminator Plus Carpet Extractor	$4,754.00	2 Oct, 17:30
JNL-26-0931	MJ-21565	Kit issue	WO-26-0323 · components issued to WIP for 4 × Sandivac SV25 GEN II Slow Speed Sander	$5,740.00	2 Oct, 17:30
JNL-26-0927	MJ-20746	Build complete	WO-26-0319 · 3 × C25TS Two-Speed Polisher / Scrubber into finished stock	$3,762.99	1 Oct, 17:30
JNL-26-0914	MJ-26120	Dispatch — cost of sale	COGS SO-41962 · Newcastle Floorcare Services	$648.00	1 Oct, 17:30
JNL-26-0926	MJ-20720	Build complete	WO-26-0318 · 3 × Shark Low Profile Electric Scrubber into finished stock	$3,861.99	1 Oct, 17:30
JNL-26-0913	MJ-20726	Dispatch — cost of sale	COGS SO-41968 · Melbourne Floor Machines	$2,436.00	1 Oct, 17:30
JNL-26-0915	MJ-26386	Dispatch — cost of sale	COGS SO-41963 · Tasmanian Hygiene Supplies	$620.00	1 Oct, 17:30
JNL-26-0930	MJ-27782	Kit issue	WO-26-0322 · components issued to WIP for 24 × Koala Back Pack Vac	$7,824.00	1 Oct, 17:30
JNL-26-0924	MJ-26218	Build complete	WO-26-0316 · 2 × GAZ-20 GEN II 50cm Gas Burnisher into finished stock	$4,706.00	30 Sep, 17:30
JNL-26-0910	MJ-24559	Dispatch — cost of sale	COGS SO-41966 · Mackay Industrial Cleaning	$735.00	30 Sep, 17:30
JNL-26-0925	MJ-27472	Build complete	WO-26-0317 · 3 × ST2100 Stripper Scrubber into finished stock	$3,825.00	30 Sep, 17:30
JNL-26-0912	MJ-23975	Dispatch — cost of sale	COGS SO-41967 · Sunraysia Cleaning Supplies	$1,684.00	30 Sep, 17:30
JNL-26-0909	MJ-27268	Dispatch — cost of sale	COGS SO-41959 · Perth Floor Care Equipment	$1,382.00	30 Sep, 17:30
JNL-26-0911	MJ-28857	Dispatch — cost of sale	COGS SO-41961 · Brisbane Floorcare	$9,845.34	30 Sep, 17:30
JNL-26-0934	MJ-20752	Goods receipt	PO-26-0462 received · Visy Industrial Packaging	$7,800.00	30 Sep, 17:30
JNL-26-0928	MJ-20904	Kit issue	WO-26-0320 · components issued to WIP for 6 × Predator MK3 Carpet Extractor	$12,900.00	30 Sep, 17:30
JNL-26-0907	MJ-23767	Dispatch — cost of sale	COGS SO-41958 · Central West Cleaning Supplies	$8,055.34	29 Sep, 17:30
JNL-26-0922	MJ-24987	Build complete	WO-26-0314 · 4 × A23 Rotary Scrubber into finished stock	$4,726.68	29 Sep, 17:30
JNL-26-0905	MJ-27437	Dispatch — cost of sale	COGS SO-41957 · Geelong Clean Distributors	$3,346.00	29 Sep, 17:30
JNL-26-0923	MJ-29248	Build complete	WO-26-0315 · 3 × PV25HC Suction Polisher into finished stock	$4,401.99	29 Sep, 17:30
JNL-26-0908	MJ-23593	Dispatch — cost of sale	COGS SO-41950 · Adelaide Cleaning Equipment Co	$6,114.00	29 Sep, 17:30
JNL-26-0906	MJ-23897	Dispatch — cost of sale	COGS SO-41949 · Sydney Floorcare Equipment	$10,232.00	29 Sep, 17:30

Chart of accountsfrom Xero

Code	Xero account	Used for
310	Cost of Goods Sold	Cost of every dispatch
450	Purchase Price Variance	Landed vs standard on receipt
455	Stock Adjustments	Counts, write-offs, revaluations
477	Production Labour Recovered	Labour absorbed into builds
630	Inventory — Finished Machines	Machines on the shelf, at standard
631	Inventory — Components & Spares	Components and spares, at standard
632	Work in Progress	Components issued to works orders
815	Goods Received Not Invoiced	Receipts awaiting the supplier bill

Tax ratesfrom Xero

Xero tax rate	Rate	Applied to
GST on Income	10%	Australian distributor invoices & credits
GST Free Exports	0%	Export distributors (NZ, SG, MY, ZA, UK, FJ)
GST on Expenses	10%	Local supplier bills
GST on Imports	10%	Import POs — GST paid at the border
BAS Excluded	—	Inventory, WIP and COGS journals