Xero Tracking Categories is how Xero manages (and groups) a RAVE project's documents using your project's job number as the unifying reference.




Setting up RAVE's Xero Project Tracking 

To set up RAVE's Xero Project Tracking, you first need to log into your branch's Xero account, and make some changes, before returning to RAVE to complete the process.  Instructions for how to do both are listed below.


1. Setting up Xero (and RAVE) for RAVE's Xero Project Tracking

First log into your Xero account: 


  1. Then within Xero, click on the 'Accounting' tab

  2. Then the 'Advanced' option



  3. Then the 'Tracking Categories' advanced setting



  4. To group documents from RAVE in Xero, you need to create a RAVE Tracking Category.  

    You do this by clicking on the 'Add Tracking Category' button once, and naming this 'RAVE Job Number'.  

    TIP: We suggest naming your RAVE tracking category 'RAVE Job Number' - to make the Xero P&L reports read better when running these later.

  5. You then need to add in a few projects so Xero can finish creating your project category rule - that is typing (or copying and pasting) in three existing job numbers

    NOTE: You must add in current RAVE job numbers (project names) as displayed in RAVE


  6. Once you have done this, click Save.


     
  7. Now log into RAVE, and click on your Profile Dropdown (your name in the Teal box to the top right) to access your profile dropdown menu options.

  8. Click on the Xero option

    This will open the RAVE Xero settings screen

    NOTE: If you have not already connected RAVE to Xero, using the 'Connect to Xero' button. You can find more information for connecting RAVE to Xero in our Connecting Xero and Syncing your Chart of Accounts FAQ.


  9. From your RAVE's Xero page, click the 'Enable Automatic Tracking' button to complete the project tracking setup.

    This will open RAVE's Xero Tracking Categories Setup page

  10. Click on the 'Pull Tracking Categories' button
     

  11.  Set the default category to the 'RAVE Job Number' category you created in Xero


  12. You will then need to match all existing jobs in RAVE with any 'projects' you already have in Xero.

    That is, matching the RAVE Job Number on the right to the Xero Tracking 'RAVE Job Number' on the left.  


    NOTE: This will only be an option if you have already completed the RAVE Xero Tracking setup in Xero - if you are new to Xero Tracking, there will only be the jobs you have just set up in Xero to start the tracking process.

  13. Click the 'Save Matches' button to confirm.


  14. The last steps are to tick the 'Enable Automatic Tracking' check box and click on the 'Confirm' button

    Now every supplier bill, or client invoice, you send to Xero will automatically have RAVE's job number (tracking number) attached to it - to correctly group these under the right job in Xero.



    Xero + RAVE Tracking Summary Reports


You can now run a Tracking Summary Report in Xero. The instructions are available from this Xero Tracking Summary report help article.


You can also run your P&L (Profit and Loss) reports by Tracking Name - comparing periods within a search range.