In your A2X Settings you have the option to enable a few automation features. These feature are available for users who have already subscribed to a paid A2X subscription.
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Auto-Posting Payouts and COGS
Auto-posting means your A2X settlements and or COGS will automatically post to your accounting system.
This auto-posting setting will work from the day the function is enabled - so any settlements/payouts fetched after that day will be auto-posted. Spend time testing A2X and the accounts and taxes mapping before you enable this setting. Turn this setting on once you are happy with your account and tax mapping.
A2X will send your future settlements or COGS entries to your accounting system within 24-48 hours after a new settlement is fetched in from your ecommerce store. All transactions within the settlement must have a corresponding account and tax field mapped, and the COGS entries must have a cost for each SKU sold.
If your new settlement is missing accounts and taxes mapping, or if your COGS is missing a cost, then A2X will not post your entries.
A2X cannot auto-post your settlements or COGS entries to your accounting system if the new settlement is missing accounts and taxes mapping, or if your COGS is missing a cost. Please update your accounts and taxes and cost page and manually send the entry to your accounting system.
Please note: Historical settlements have to be posted manually. If A2X has already fetched new data into the app before you enabled the setting, these settlements will not be included in the auto-posting list and may appear on your home page approximately 48 hours later. After you enable the auto-posting feature please check back in a few days to see if there were a few transactions that were not auto-posted and manually send the entries.
When you first set your accounts and taxes mapping, A2X will save the account and tax rate mapped for each transaction detail. Future payouts may include new transaction details that did not exist in your A2X account in your initial set up.
Accounts will have this enabled as a default. By enabling this auto-mapping feature, you have the option to create "auto-mapping rules" on your accounts and taxes page, and is especially recommended for users who enabled A2X's suggested chart of accounts.
Below is an example of an Etsy mapping page with auto-mapping rules enabled. To use this automation feature, apply the account and tax rate you would like to use for all transactions within the main transaction category.
For example, the "advertising" transaction type is mapped to an Etsy Advertising expense account. The auto-mapping rule will be applied to the detailed transactions regardless of the shipped-to country, marketplace, or product group information.
Example when auto-mapping rules are applied:
Below is an example of the advertising transactions including a shipped to country and product types and how the auto-mapping rules apply.
Example when auto-mapping rules are customized to apply only the account, tax rate, or tracking:
Un-map the account or tax field in the auto-mapping rules transaction if you do not need to apply the account or tax rate to all transactions regardless of the shipped to country, marketplace, or product group. In this scenario below, you will be required to log into A2X and update new transactions that have been fetched into the system that do not already have an account or tax rate mapped.
The example below will automap the Etsy Sales account for all future Sales transactions, but will not map the tax rate column when a new transaction appears.
Another example below will automap the Shopify Sales and Tax rate for all Shopify sales regardless of the country, marketplace, or product group. The tracking category is left blank in the auto-mapping rules and will be blank for all new transactions.
Note: Changes to your invoice settings will disable the auto-mapping feature. Please re-enable the auto-mapping feature when you're ready.
This feature is only available for Xero users. As a default, A2X posts draft invoices and draft bills to the Xero accounting system. The draft invoices and draft bills offer Xero users more control over their financial data by adding an extra step for users to approve or delete entries before the financial reports are affected. Xero users have the option to bulk-approve or bulk-delete draft invoices and draft bills.
This automation feature is available for users who would like to by-pass this step. Once the invoices are approved in Xero, the option to delete invoices in bulk is not available.
This auto-approve invoices feature is not recommended for new users who have not tested A2X or are not ready to automate this step. Once you are happy with your accounts and taxes mapping and A2X settings, then enable the auto-approve invoices feature.
If you have any questions or need assistance with your account setup, feel free to email our support team at email@example.com, and we will be happy to help you where we can.