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    Xero Online Export Data

    Information on the export created for Xero Online in RMS.

    Below is an example of the export created from RMS for a property as Accrual Accounting setup vs Cash Accounting setup as well as answers to commonly asked questions.

    Accrual Accounting

    Accrual Accounting Export

    Cash Accounting


    GST on Income & GST Free Income

    When viewing the exported file for both cash and accrual accounting multiple entries for General Ledger Codes can sometimes be seen.

    RMS calculates GST and applies rounding per transaction and reports as the accumulative total, General Ledger Codes can  also include a combination of charges with varying GST levels in RMS (Full, Concessional or GST Free).

    These figures are separated for Xero's requirements as GST on Income and GST Free Income listed in the Tax Rate column.

    When comparing the export with the Charge Report (accrual) or Cash Report (cash) the two lines for each General Ledger Code should be recombined.


    Mapping Receipts

    Mapping Receipts and Credit Cards in RMS is required for the export as these are the Offset Accounts contributing to the property balancing in their accounts.


    Suspense Receipts

    Suspense Receipts are visible on the export for cash accounting properties and the corresponding Xero General Ledger Account Code should be setup as the Account Type of 'Current Liability'.

    Suspense Receipts are the recorded movements of un-allocated Receipts in RMS.

    Cash Accounting properties will notice this total value of movements included on the Management Cash Report, Daily Cash Report and Generic Financial Export if selected.

    The Total Charges and Total Receipts for any given date will ordinarily not equate to the same value, when they do it is usually coincidental.

    Suspense Receipt Amount demonstrates the movements of additional funds that were not yet allocated to an actual charge anywhere in RMS, eg. Deposits or Overpayments.

    Whilst Receipt Allocation to Charges is managed on an account by account basis in RMS, an overall record of movement of the un-allocated amount of all Receipts is retained by RMS per date.


    Key Points

    • Recorded movement of un-allocated funds.
    • Not individually recorded on a transaction by transaction basis.
    • Used by Cash Accounting to track movements of funds.
    • Will not include any Tax or GST as taxes are associated to charges and have funds allocated against them.


    Example

    The below example represents a total of charges and receipts applied system wide on the basis no other financial data exists.

    The below is a simplified example of how Suspense Receipt movements occur when Receipt Allocation to charges occurs in RMS.

    Day 1 Day 2 Day 3
    Charges $100 Charges $100 Charges $100
    Receipts $300 Receipts $0 Receipts $0
    Suspense $200 Suspense -$100 Suspense -$100
    • $100 Charge Applied
    • $300 Receipt Applied
    • $100 Receipt Amount Allocated
    • $200 Receipt Moved to Suspense Awaiting Allocation
    • New $100 Charge Applied
    • No New Receipts Posted
    • -$100 Suspense Receipt to allocate to New Charge


    • New $100 Charge Applied
    • No New Receipts Posted
    • -$100 Suspense Receipt to allocate to New Charge
    • Day 1 Receipt is now Fully Allocated 
    • Day 1 Receipt has no further funds in Suspense



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