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Docs Xero Chart of accounts

Chart of accounts

Where Smartworks uses your Xero accounts, and which account each document line is coded to.

Overview

Smartworks reads your Xero chart of accounts and keeps a copy for up to 2 days. It uses the list in one place: Default Purchases Account in Purchase Order Settings. Everywhere else, Smartworks leaves the account off the line and Xero codes it from the item, except for payments, which always go to one fixed account.

XeroChart of accounts
Cached 2 days
SmartworksDefault Purchases Account
On each new PO line
XeroPurchase order
The chart of accounts is read for one setting, which is put on each new purchase order line.

Default Purchases Account

Default Purchases Account in Purchase order settings lists every account in your Xero chart of accounts as code and name, plus - None -. When it is set, Smartworks puts that account on every line of each new purchase order it creates, including back orders. It replaces the purchases account set on the item.

With - None -, Smartworks sends no account, and Xero uses the item’s own purchases account.

Which account each line uses

Document Account on each line
New purchase order Default Purchases Account if set, otherwise Xero’s default for the item.
Purchase order saved again The account already on the line in Xero.
Invoice Not set by Smartworks, so Xero uses the item’s sales account.
New quote Not set by Smartworks, so Xero uses the item’s sales account.
Bill Not set by Smartworks, so Xero uses the item’s purchases account. Default Purchases Account is not applied.
Payment Always the account with code 090.

What you change where

Accounts are created and changed in Xero. After a change, click Update beside Chart of Accounts in Xero Data Sets so the new account appears in Default Purchases Account.

Limitations

  • A new account can take up to 2 days to appear in Default Purchases Account, unless you click Update.
  • The list shows every account in the chart, whatever its type, so check you pick a purchases or expense account.
  • Default Purchases Account applies to new purchase orders only. It is not applied when an order is saved again, and not to bills.
  • Payments added from Smartworks always go to the account with code 090. See Invoices and payments.

See also