Accounts Payable sync preferences

1. AP Transaction Export Status Preferences

   To export Sage Construction Management Accounts Payable transactions to Xero as drafts, select Yes from the Export As Draft dropdown.

2. Banking Preferences

   Sage Construction Management bills and miscellaneous expenses can be exported to Xero's Bank Transaction feature. Select the Default Bank Account to be used when no account has been specified.

3. Job Cost Code Linking Preferences

   Default AP Item

   Accounts payable transactions in Sage Construction Management, such as bills, sub invoices, and miscellaneous expenses, must reference a job cost code whereas expense entries in Xero require either an item or a Chart of Account. Thus, to export expenses from Sage Construction Management to Xero rules need to be established on how the job cost code must be replaced with the appropriate item. The Default AP Item serves as a fallback during auto-linking when matching by cost code or description, or when replacing cost codes with a single item.

   It's recommended to set the Default AP Item to the unclassified item, for example, 00CCUnc.

   Job Cost Code Link Options

   Options	Description
   Link all Sage CM JCCs to a single AP Item	All Sage Construction Management bill, sub invoice, and miscellaneous expense items will reference the default AP item referenced above.
   Link AP Item based on the resource type (M, L, E, S and O)	In Sage Construction Management there are five built-in resources: Material (M), Labor (L), Equipment (E), Subcontractor (S), and Other (O). When Sage Construction Management sub invoices are exported to Xero, the Subcontractor (S) reference will be used. When exporting Sage Construction Management bills and miscellaneous expenses, the mapping will be dependent on the item's resource reference.
   Link AP Items to a specific Project Classification	Project classifications can be set up in Sage Construction Management to categorize leads and projects. For example, a classification system titled Project Type could be created with options such as Custom Home, Apartment, School, Lab, or Retail Facility. Each lead or project will then reference one of these options. If items in Xero are set up in a similar manner, then this option must be used to set the appropriate item.
   Auto Link AP Item based on the Job Cost Code (exact match only)	If items in Xero reflect cost codes, then Sage Construction Management job cost codes can be linked automatically using the code/name as the criteria. Specifically: The job cost code is matched first. If the job cost code is not found, AccountingLink looks at the internal division code to find a match. If the internal division code is not found, the AccountingLink will use the default AP item. This is the recommended setting.
   Auto Link AP Item based on the Job Cost Code Description (exact match only)	Similar to the option above but the cost code description will be used as the criteria. Specifically: The job cost code description is matched first. If the job cost code description is not found, AccountingLink looks at the internal division code description to find a match. If the internal division code description is not found, the AccountingLink will use the default AP item.
   Auto Link AP Item based on the Project Number (exact match only)	If items in Xero reflect projects, then Sage Construction Management job cost codes can be linked automatically using the project number as the criteria. For example, if there are 20 projects in Sage Construction Management then there will be the same number of items. The item's name will be the project number not title. In cases where there's no match upon export, the default AP item referenced above will be used.

4. Bill Type Linking Preferences

   Sage Construction Management bills can be categorized using types that are used for grouping and filtering purposes. From an AccountingLink perspective, these types can also determine how bills must be exported to Xero. You have the following options for each bill type:

   • Do not export
   • Export to Bills
   • Export as a Bank Transaction

     You have the option to set the default bank account.

   How do bills with negative totals appear in Xero?

   Bills that have a negative (-) total will appear as a credit in Xero.

   Where can bill types be set up in Sage Construction Management?

   Admins can set up bill types in Settings () > Feature Settings > Procurement.

5. Misc. Expenses Payment Type Linking Preferences

   Sage Construction Management miscellaneous expenses have a payment type reference that can be used for grouping and filtering purposes. From an AccountingLink perspective, these payment types can also determine how these transactions must be exported to Xero. You have the following options for each payment type:

   • Do not export
   • Export as an Expense Claim

     You have the option to set the default expense account.

   • Export as a Bank Transaction

     You have the option to set the default bank account.

   How do miscellaneous expenses with negative totals appear in Xero?

   Miscellaneous expenses that have a negative (-) total will appear as a credit in Xero.

   Where can miscellaneous expense payment types be set up in Sage Construction Management?

   Admins can set up miscellaneous expense payment types in Settings () > Feature Settings > Time & Expenses.

6. Sub Invoice Retainage Preferences

   The following export options are available for subcontract invoice retainage:

   • Do not show retainage
   • Show retainage in Xero

   If subcontract invoice retainage will be tracked in Xero, make sure to reference the default and billed retainage items. Typically, the item referenced in both fields is the same.