To explain how to import and use Xero tracking categories in Magnifi so you can project, monitor, and analyse performance by division (business unit, location, or department).
When you have tracking categories set up in Xero for different business units, locations, or departments.
⚠️ Note: Tracking categories are not ideal for one-off scenarios such as product sales or ad hoc projects.
When you want to report at both a consolidated level and an individual divisional level in Magnifi.
Create Divisions in Magnifi to reflect the tracking categories you want to track.
Important: All active tracking categories must be included to ensure balances reconcile.
Go to Chart of Accounts > Import Accounts and import accounts against each Division.
Repeat this for every Division.
Magnifi replicates the account structure for each Division.
In All Divisions reporting, divisional accounts appear with the division name in brackets.
Only active accounts with values will display in reports.
Go to Profit and Loss > Import Actuals and follow the steps:
Step 1: Select Date.
Step 2: Select Division.
Step 3: Select Import Source and choose the tracking category to map with the Division.
Proceed to import from Xero.
Repeat for each tracking category.
After the first import, a permanent Xero connection is established.
You no longer need to re-select the Xero file or re-enter credentials.
Divisions provide reporting and analysis at both consolidated (All Divisions) and individual division level, including:
Profit & Loss projections (summary or detailed).
Actual vs budget comparisons.
What-if analysis.
Dashboards with divisional drill-downs.
Do all transactions in Xero need a tracking category?
Yes. Every transaction must be assigned to a tracking category.
Can I assign unallocated transactions in Xero to a tracking category?
Yes. For example, if you have unallocated group expenses, you can allocate them to a tracking category as follows:
Create a category in Xero such as Group Expenses.
Use Find and Recode in Xero to reassign the transactions.
Do I need to import the Balance Sheet at a divisional level?
No. The Balance Sheet import can remain at the All Divisions level.