Xero: Locations and Classes

This is an overview of how Xero's invoices and bills, with tracking categories and category options, are posted in QuickBooks Online, when 'Classes and Locations' is selected as an extra option.

Xero uses tracking categories and options instead of department codes or cost centers. In Xero, you can only have four tracking categories (two active and two archived categories), and up to 100 category options for each tracking category.

Example, two categories are created for the Xero Demo company file - “Region” and “Department” categories. Under each tracking category are category options.

On the other hand, QuickBooks Online provides categorization of transaction activity with a feature of Locations and Classes in transactions. Location Tracking and Class Tracking lets you track your income and expenses and can be used either one of them individually or both of them together. Class tracking specifies a different class for each detail line of a transaction. Location tracking allows you to assign a location to an entire transaction.

It should be noted that a QBO file can have classes even without locations, and vice versa. But in Xero, category options are created under a specific tracking category. Dataswitcher converts the tracking categories either as a location or class and correspondingly, its category options.

More specifically, Dataswitcher converts the following category names as Locations:

  • Store
  • State
  • Country
  • City
  • Region

All other category names, not mentioned above, are converted as Classes.

What happens after conversion:

Region, a tracking category in Xero, is now posted as Location in QBO, along with the category options in it. Similarly, the Department tracking category is also converted, but as a Class, with its category options.

Since Xero and QBO use the feature differently, conversion for Xero files having tracking categories and category options has specific limitation, when Locations and Classes is selected as an extra option. Dataswitcher can only support one Location per invoice since invoicing in QBO only allows assigning of one Location for the entire transaction. Hence, invoices and bills migrated over to QBO will only show one Location. Classes, on the other hand, will be assigned per transaction line.


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