How extras are coded in Xero

Extras arrive on your Xero invoices already coded. Each extra can carry its own account and GST rate, so breakfast revenue, hire revenue and goodwill discounts each land where your accountant expects them — with no recoding or journal tidy-ups at month end.

Per-extra account coding

Set an extra's Xero account and tax rate on the extra itself at Accounting → Extras, or on the Xero mappings screen alongside your other account mappings. From then on, every booking line for that extra codes there automatically. An extra with no account of its own falls back to your default extras account, so nothing ever arrives uncoded. See account and tax mappings.

If you've grouped an extra into a per-room family — one logical extra priced per room — it still bills as one thing: set the account once and it applies across the whole group.

Items imported from Xero keep theirs

Extras you brought in from your Xero sales items stay linked to the item they came from. Invoice lines for them carry the Xero item code, so your item-level reporting in Xero keeps working — while the price on the line is always what was actually charged on the booking, never the item's Xero default. See importing your Xero items.

If a linked item later disappears from Xero, Accommador flags it for your review and stops sending the dead item code — the line falls back to its account coding instead, so your invoices keep going through rather than bouncing.

Discounts

A discount goes across as a negative line, described with the discount's name and the booking reference. Because a discount is a catalogue item like any other, you can map it to the discount or contra-revenue account your accountant prefers — each discount item can even have its own. See discounts on extras and bookings.

GST

Each line comes across with its extra's tax rate, and amounts are what the guest actually paid, tax inclusive. Set the rate once on the extra and the GST takes care of itself on every invoice after that.

Troubleshooting

An extra is landing in the wrong account

Open the extra and fix its account — future invoices use the new coding straight away. Lines already invoiced keep the coding they were raised with; correct those in Xero if it matters.

What happens if I never map an extra?

It codes to your default extras account, which is set when you connect Xero. That's a perfectly good place for most operators to start — map individual extras only where your accountant wants them split out. See connecting Xero.