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Lightspeed K Series to Xero Setup

Christabelle Saliba
  • Updated

What it does:

This integration automatically sends Lightspeed K Series sales to your Xero account for accounting.

 

Setup video:

https://www.loom.com/share/7669257c75d748738c03be9830c7b0a3?sid=f5d2f55d-8752-4bbb-bc75-fd3b9da07679

What you need:

  • An account with ilglu
  • An account with Lightspeed K Series
  • An account with Xero

Steps to create and activate the integration

  1. Find the integration
  2. Connect to lightspeed K Series
  3. Connect to Xero
  4. Fill in the fields in ilglu

1. Find the integration

  1. Login to ilglu (https://www.ilglu.com/login)
  2. After logging in you will be redirected to the dashboard (https://www.ilglu.com/dashboard)
  3. Find the Lightspeed Restaurant K Series to Xero integration and press on 'Go to Glu'
  4. To create a new integration press on 'Add New' at the top right
  5. Now you are within the new integration settings page

2. Connect to lightspeed K Series

3. Connect to Xero

4. Fill in the fields in ilglu

  1. Fill in the integration form as follows:
    • Integration Name: any name used to refer to your integration
    • Invoice To: Name of the contact to which the invoice is to.
      • Can be an ID or a name
      • If using Xero ID it must exist as a contact within Xero
      • If entering a name and it does not exist within Xero, the contact will be created
    • Sync Start Date (optional): date to start synchronising data between Lightspeed K Series and Xero
    • Profile Tracking Category (optional): profile tracking name
      • add trackings to the invoice line item in Xero
      • If present will group the daily Sales base on the profile
      • If present adds as tracking name to the invoice line item
    • Location Tracking Category (optional): location tracking name
      • adds tracking name to the invoice line item in Xero
    • Location Tracking Option (optional): location tracking value
      • adds tracking option to the invoice line item in Xero
    • Default Account Code: Xero account to link with the invoice line item
      • used only if no account if linked with the item category
    • Service Charge Account Code (optional): Xero account to link with the invoice line item if it has service charge
    • Tips Charge Account Code (use only if not deducting from Cash Payment) (optional): Xero account to link with the invoice line item if it has tips
    • Tax Code for Tax Exempt Transactions (Transitory/To Invoice/Transfers) (optional): Xero tax account linked with invoice lines tax type for transitory transaction, to invoices and gift card payments.
    • To Invoice Account Code (IKDEBT): Xero account to link with to invoice transaction lines
      • required if using invoices from lightspeed tablet 
      • applied to payments that have payment method code: IKDEBT
    • Gift Voucher Account Code (IKGIFT) (optional): Xero account to link with gift card invoice line 
      • payments that have payment method code: IKGIFT
    • Transitory transactions Account Code (tables left open overnight) : Xero account where transitory transaction needs to be added after closing occurs but payment left open
    • Create Invoice to Customer in Xero When this Payment Method is used (To Invoice): 
      • required if using invoices and want them to be automatically entered into Xero
    • Send Email Notifications to (comma separated) (optional): enter email addresses separated by comma (,) to receive email notification if an issue occurs.
    • Submission Mode: 
      • approved & paid: use to link Lightspeed K Series payment methods to Xero Accounts automatically from the invoice
      • Payments as link item (Draft): used when you do not want to link the payments to the Xero Account 
        • this will leave the invoice status as draft and the payments will need to be linked manually.
    • Xero Invoice Options: present if Create Invoice to Customer in Xero When this Payment Method is used is active
      • Invoice Mode: method of how the invoice is to be automatically entered into Xero
        • Invoice as Draft Single: for each to invoice created, they are all individual invoices
        • Add to Existing Draft (manually send from Xero): for each invoice value added, it keeps adding to the draft invoice until you manually approve and send the draft. After manually sending the draft invoice and new invoice is created for new values.
        • Approve: set invoice status as Authorised
        • Approve & send Email: sets invoice status as Authorised and sends all invoices to the primary email address on the invoice.
      • Invoice Payment Handling: method of how to handle payments made to the invoices
        • Payments in Lightspeed & Xero are not Synced: you need to go to Xero and manually update the invoice to add the payment
        • Payments are only made in Lightspeed (applied against customer balance in Xero): when payment is made through lightspeed, it will automatically adjust the customer's invoice to add the payment
    • Account Categories: link Lightspeed K Series Menu categories to Xero Account when new transaction is entered
    • Taxes Accounts (required): link the tax rates from Lightspeed K Series to Xero taxes
      • you need to select xero tax options for at least 18.00 and 0.00 tax rates
    • Payment Methods: links Lightspeed K Series payment methods to Xero Accounts
      • This will automatically link the Invoice payment methods with the Xero Accounts.
      • If a Lightspeed K Series payment method is not linked the invoice will be left partially open due to the unlinked payment method 
      • Only available if Submission Mode is "approved & paid"
  2. Press the 'Save' button to save the integration
  3. To active the integration press the 'Enable' button, select the subscription you prefer and press 'Add to my plan' to start the subscription and the integration


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