When syncing with Xero, invitbox can import all of your Tracking Categories automatically if you have then setup in Xero and have this option selected in invitbox. Here we refer to them as Departments & Locations, but you may have them named something else.
To turn on this option in invitbox: Go to the Admin tab > under the heading Accountancy Software Settings > Software Settings; Edit > Then tick the box "Do you use Categories?"
You then need to import them into Invitbox. You also use this next step when you have added new Tracking Categories in Xero and want to import the new ones to invitbox;
To import them go to the Admin tab > Categories; Edit > Import from Xero.
Please note this will import both Departments & Locations if you use them in Xero. Both of these can be viewed if you click on the drop down box for Category (as shown in below image).
Selecting Categories, Departments or Locations
Invitbox allows you to apply one or two Tracking Categories at either an invoice level (from the drop down list presented to you at the top of panel 3 - (the tall panel to the right hand side of the invitbox screen), or at individual line item level. You can do this in panel 3 of either the In Tray or the Approved Tab. In the example below, you are looking at a section of panel 3 in the Intray. This is the expanded view which shows GL Codes, Tax codes, Categories/Departments/Locations. To see the expanded view you need to either drag the separator bar that splits the 2 sections across to the left, or you can click on the words 'View Details' in blue at the top of panel 3 (above the supplier name).
In order to apply a separate Tracking Category, Department or Location etc to some or all of the rows of the bill, you can select it line by line or to change all the lines to the one category you can click on the box under the rows (shown in yellow in image below).
Please note your Tracking Categories may be called something else.
Once you have finalised your selection, click Save.
It should be noted that assigning a Tracking Category to either a row or a bill is NOT mandatory.