Creating, viewing and approving a draft invoice for Xero
Once the initial setup of your Xero integration is complete, you can create and manage your weekly or daily draft invoices from the Xero tab in Kindo.
Skipping the next step may cause your General Ledger to be out of balance.Reconciling credits from your School Management System
If your school is bringing over family credit balances from your current School Management System, a journal needs to be completed in your accounting system first. This keeps the Kindo Clearing Account balanced from the outset and avoids reconciliation difficulties later on.
This step is for your school's accountant.
The journal has two parts:
- Debit the credits held in the School Management System, then credit the corresponding amount to a Holding Account in your accounting system. This moves the funds out of the School Management System and into your accounting system.
- Debit the Holding Account, then credit the Kindo Clearing Account. This completes the reconciliation and brings all accounts back into balance.
Important: Create the draft invoice from Kindo
When using Xero Rapid Integration, invoices are created from the Xero tab in Kindo. This sends the invoice to Xero as a draft.
Creating a draft invoice for Xero
- Log in to the Shop Site
- Select the Xero tab from the School Admin home page.
- For the time period you want to create an invoice for, select Create in Xero.
A draft invoice for the selected period will be created in Xero.
Viewing and approving a draft invoice in Xero
Once the draft invoice has been created, you can open it in Xero to review and approve it.
Important notes
- The GST is applied by Xero, not Kindo. The GST option selected in Kindo only controls whether GST is shown on the purchaser's receipt.
- GL codes must match between Kindo and Xero.
- If a GL code does not match, you can update it directly in the draft invoice in Xero.
- If manual updates are required, update the GL code in the Payable Catalogue in Kindo to prevent future mismatches.
- Each invoice line will always show a quantity of 1.00.
- The unit price shows the total amount for that ledger code.
You can check the invoice total against your weekly or daily Kindo reports, or reconcile it directly to the bank deposit.
If you have more than one invoice for the same time period, all invoices can be reconciled in Xero against the single Kindo deposit.
Once you have reviewed the draft invoice and confirmed the details are correct, approve the invoice in Xero.
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