Topic 1: Complete initial setup tasks

- Customise the dashboard

 The Xero dashboard contains up-to-date and relevant information about a business. It's
easy to customise and quickly navigate to key areas in Xero.
 The dashboard shows you a snapshot of the business financials and cash flow. What you
see depends on your user role.
a. Bank accounts
 Once connected, bank accounts show automatically on the dashboard. See the
organisation’s activity and items to reconcile.
b. Invoices owed to you
 View a summary of invoices owed to the business. This comes from your accounts
receivable. The same panel is available for bills you need to pay - your accounts
payable.
c. Business performance
 Choose to show your organisation’s performance graphs as a panel on the
dashboard. The graphs give you insights into business performance, every month.
d. Total cash in and out
 Keep an eye on cash going in and out of the organisation. Xero bases this on actual
bank transactions, linked to the Bank Summary report.
e. Account watchlist
 Monitor data for key accounts from the chart of accounts, such as sales, general
expenses, or wages. This helps you identify potential issues before year-end.

 Configure the panels to show the most relevant information about the organisation.
Changes made to the Business performance and Account watchlist panels, are seen by all
users. Any changes made to the dashboard layout are unique to your login.
 Step 1 of 3 – Click Edit dashboard[1] to show the ustomization options.
 Step 2 of 3 - Click Show[1] or Hide[2], then save your changes[3] to display the
panels as you need.
 Step 3 of 3 - Drag panels[1] to arrange them as you want. Save your changes[2]
when you're finished.
 Business Performance – The business performance dashboard helps identify important
trends. You can add graphs to it. From Accounting, select Reports, then click Business
Performance under Financial to show the graphs. Select the stars to add them.
 Account watchlist - Keep an eye on important accounts. From Accounting select Advanced
and click Chart of accounts. Choose which accounts to show on the account watchlist. Click
an account, select Show on the Dashboard Watchlist[1] and click Save[2].
- Navigate in Xero
 The navigation bar gives you easy access to the different features of Xero. You see
different options depending on your user role.
a. Organisation - The Organisation menu lets you access uploaded files, organisation settings,
and connected apps. If you have access to more than one Xero organisation, switch between
 them here. Access partner tools like Xero HQ, Workpapers, and Practice Manager if you're a
Xero Partner.
b. Business - The Business menu lets you access day-to-day tasks such as invoices, bills and
expenses. You can also set up and manage inventory items under Products and services.
c. Accounting - The Accounting menu lets you manage bank accounts, run reports, and use the
advanced settings and tools like Fixed assets.
d. Payroll & Projects - The Accounting menu lets you manage bank accounts, run reports, and
use the advanced settings and tools like Fixed assets.
e. Contacts - The Contacts menu contains information for customers, suppliers and other
important contacts, to help you manage business relationships.
f. User - The User menu helps you configure your Xero account. Change your login details, and
opt into two-step authentication. These changes only affect your own login. You can also
upload a profile picture and access Learning in Xero Central.

 Search - Use the search[1] function to look for specific transactions or contacts.
 Create New - Quickly create a new transaction from this menu[1], such as an invoice or
bill. What you see here depends on your user role.
 Connected Apps - Xero directly connects to a wide range of third-party apps to share
and sync data. This helps achieve efficiencies in day-to-day business tasks. Click App
marketplace[1] to search for apps, view our recommendations, and manage those
already set up for your organisation.
- Notifications and logins
a. View and action notifications - Xero notifies you of product updates and new features,
bank feed status updates, and other important information. If you’re the subscriber, we
notify you when we process your subscription payment.
 View - Click the bell icon to view notifications. The icon number lets you know
when you have a new one. Click the X[1] to delete a notification.
 Turn off/on - Notifications are turned on by default. Click Settings[1] and clear
the checkbox to turn them off.
b. Login history - Keep an eye on your recent logins into the organisation. View the login
location, time, and IP address for every time you login.
 Step 1 of 2 - Check your last login time and location on the dashboard. Click the
details of your last login[1] to see more of your login history.
 Step 2 of 2 - Review the date, time, general location, and IP address of your ten
most recent logins to the organisation. If anything seems suspicious, click
Contact Support[1] to let us know.
Topic 2: Enter basic settings
 Add key information to set up Xero organisations in the right way. Xero includes flexible user
permissions so the right people can access the right information.
1. Enter basic information
 Add organisation details to include information on online invoices and reports.

Step 1 of 7 - Click the organisation name, select Settings, then click Organisation details[1].

Step 2 of 7 - Select On[1] to choose the details to show on online invoices. Xero includes the legal /
trading name and logo by default. If you're logged into your practice organisation, Xero directs you to
the Practice Settings screen in My Xero.

Step 3 of 7 - Xero uses the Display name[1] as the organisation name that shows in Xero. Use this when
you set up bank feeds. The Legal / Trading name shows on financial reports, invoices, quotes, and batch
deposit summaries.

Step 4 of 7 - Click Upload logo, and Browse[1] to find and upload the organisation’s logo. Clear the
checkbox[2] to remove it from the standard branding theme that’s used for invoices and quotes.

Step 5 of 7 - Enter the organisation's line of business[1] and select the closest match from the top
results[2]. If you’re a Xero partner, you see this information in Xero HQ Explorer. Check that the
Organisation type[3] is accurate for the business.

Step 6 of 7 - Enter the organisation's Business Registration Number[1]. The number format depends on
the regional version of Xero you use. It’s important that this number shows on any sales tax reports sent
to the tax authorities in your region.

Step 7 of 7 - Enter a brief description about the organisation[1]. If you select Include, it shows in the
footer of online invoices and quotes.

 Enter contact details

o Enter contact details, website information, and social media links
2. Manage users
 Invite staff and give them the right level of access in Xero.

a. User roles and permissions - Add an unlimited number of users to a Xero organisation. For
security and ease of use, give each user their own login with a suitable user role. Select the best
access level, then add and remove specific permissions.

 Subscriber - The subscriber is responsible for the Xero account, billing, and user accounts. There
can only be one subscriber in each organisation. They can transfer the subscription to another
user at any time.
 Business & accounting - Someone with the invoice only role can access sales, purchases, or both.
Users with the standard role can carry out day-to-day tasks, and can have restricted access to
reports. Advisors have full access including advanced accounting features. Anyone with the read
only role can view transactions, but can’t add or edit.
 Xero products - Select additional user roles if the organisation has Xero Projects, Xero Payroll, or
Xero Expenses.
b. Add and edit user access

- You can add, edit, and delete users if you're the subscriber, or you have the adviser or standard user
role with manage users permission.

Step 1 of 7 - Go to Organisation settings and click Users[1].

Step 2 of 7 - Xero shows the users that can access the organisation, their user roles, summarised
permissions, and when they last logged in.

Step 3 of 7 - Click Invite a user[1].

Step 4 of 7 - Enter their name and email address[1].

Step 5 of 7 - Select the right user role and permissions[1]. Add a personal message if you need, then
send the invite[2]. The user receives an email with a link to accept the request. This link expires after 14
days.

Step 6 of 7 - To edit a user, click their name or click the menu icon and select Change permissions[1].
Select Delete to remove the user from the organisation.

Step 7 of 7 - Use the Login history tab to see who’s accessed the organisation and when the login
occurred.

3. Multicurrency

- Add other currencies to manage foreign transactions.

 Add a foreign currency - Add currencies to create foreign transactions, and add bank accounts
with a different currency from the organisation's base currency. The organisation must be on a
premium pricing plan.

Step 1 of 2 - Go to Organisation settings, and click Currencies[1]. You must have the adviser or
standard user role to add currencies in Xero.

Step 2 of 2 - Click Add Currency[1] and select one from the list[2]. You see the current exchange
rate that's updated hourly by XE.com. Click Add Currency[3] to save it to the organisation.

 Edit an exchange rate - You might need to override the current XE.com rate. For example, when
setting monthly exchange rates, or to match the rate from a bank.
Step 1 of 5 - Use the date picker[1] to review exchange rates for all currencies on a specific day.
Select an earlier date to see historic rates used in Xero at that time. Future dates always show the
current rate unless you adjust it.
Step 2 of 5 - Click the currency[1] you want to edit to set a new rate.
Step 3 of 5 - The date from the Currencies screen shows here. You can set a specific date range[1] to
apply the change to. Enter the new rate[2] up to six decimal places.
Step 4 of 5 - Set start and end dates[1] to apply the rate for a period of time. If the change is for a
single date, enter the same date for both. It won't override rates on existing transactions within the
date range. Click Save[2].
Step 5 of 5 - Xero adds a note[1] stating who changed the exchange rate, and when.
Topic 3: Use files in Xero
Go paperless and access documents from anywhere using files in Xero. Add files to transactions, upload
to the organisation's file library Inbox, and organise into folders.

1. Add and organise files

- Upload documents to Xero and sort into folders.

 Access the file library Inbox

- Store important documents in the organisation's file library Inbox. The adviser and standard user
roles have full access to files. Users with the invoice only role can view, add, and remove files for
transactions they have access to. Read only users can view files attached to transactions they
have access to. To open the Inbox, click the organisation name and select Files[1].

Upload files

There are many ways to get documents into Xero. Xero also accepts many file types like PDF and JPG.
For more information on accepted file types and sizes, see the Learn more section below.