Accounting groups

Settings › Accounting holds your organisation's accounting groups — Food, Soft Drinks, Alcohol and so on. Every product is assigned to one, and the group is how its sales are classified in reports and in your ledger. Groups belong to the organisation (like branding), one list across every store.

Accounting groups are independent of your menu categories and replace the old Dish/Drink split. Menus and categories organise what guests see; accounting groups organise how the money is counted — a product can move between menu categories all it likes and still report under the same group.

Managing groups

• Add a group — type a name (names are unique; capitalisation doesn't matter). While your list is short, one-tap suggestions appear below — Food, Soft Drinks, Alcohol, Beer, Wine, Cocktails, Merchandise, Delivery Fees, Service Charges, Gift Cards. Tap the ones you want; the suggestions disappear once you have five groups of your own.
• Rename any time — every product using the group follows, and reports show the new name.
• Reorder with the ⠿ drag handle (or focus it and use the arrow keys). This order is the order groups appear in reports and pickers.
• Remove — blocked while products are still assigned (the message tells you how many). Reassign them first — the accounting-group filter on Products makes that quick. Reports keep every past sale under the group; removing it only stops new products using it.

Account codes

Each group can carry a ledger account code (say 40020) — the account the Xero cash-out posts that group's sales to. A group with no code shows Legacy mapping: the Xero export falls back to the original built-in mapping (food 400xx and drink 401xx by VAT rate, for example 40020 for food at 20%), so nothing breaks while you fill codes in gradually. Ask your accountant which codes to use.

Once the store is connected to Xero, these codes decide where the money lands, so each one must exist in your Xero organisation. Xero rejects an invoice that uses a code it doesn't have. The Xero drawer's account checklist (Store settings › Xero) shows every code the cash-out will use, including the legacy ones, and flags any that are missing or whose default tax rate doesn't match the sales. Fix the code here, or add the account in Xero, before the next day is sent.

Assigning products

Every product should be given a group. Set it in the product editor (the Accounting group field — once groups exist, the editor won't save without one), or select several rows on the Products page and set the group for all of them with bulk edit. The Products page's accounting-group filter has a No group option — use it to find anything still unassigned.

On reports

The Reports page includes a By accounting group breakdown — quantity and net takings per group for the selected period, with a bar showing each group's share. Sales of products that had no group appear as Unassigned. The section has its own CSV ↓ export, ready for your accountant.