The Inventory tab of your Xero integration settings tells Qoblex which Xero accounts to use when it posts the value of your stock movements: where the value of stock on hand sits, where the cost of goods sold lands when you sell, and where stock losses and write-offs are recorded. It also holds the Sync products as Untracked preference and the status Qoblex uses when it sends inventory journals to Xero.
After reading this article you will be able to map your stock-on-hand, cost-of-goods-sold, and inventory-adjustment accounts, add override rules that route specific transactions to a different account or Xero tracking category, set the Sync products as Untracked preference, choose the journal status Qoblex uses, and save your changes. The Xero integration must be installed and connected first.
Open the Inventory tab
- Go to Integrations.
- Open your connected Xero integration.
- Select the Inventory tab.
The tab shows the three account selectors (Stock On Hand, Cost Of Goods Sold, Inventory Adjustments), the override-rule sections for COGS and Adjustments, the Sync products as Untracked switch, and the Sync journal status selector. Every Xero settings tab shares one Save changes button at the bottom — changes on the Inventory tab are written when you save.
Choose your inventory accounts
Each account selector lists your Xero chart of accounts grouped by type — Default, Assets, Revenue, Expenses, Liability, and Equity — with each account shown as its code and name. The Default group at the top of every list also offers two special choices, Do Not Sync and Inherit (covered below).
| Setting | Label | What it does |
|---|---|---|
| Stock On Hand | Stock On Hand Account | The asset account that holds the value of stock you are holding. Helper text: “Select an asset account where to record stock on hand data”. |
| Cost Of Goods Sold | Cost Of Goods Sold account | The expense account that receives the cost of items as they are sold. Helper text: “Select an expense account where to push the Cost Of Goods Sold data”. |
| Inventory Adjustments | Inventory Adjustments account | The expense account for stock loss, shrinkage, and write-offs. Helper text: “Select an expense account dedicated to stock loss/shrinkage/write offs”. |
When Qoblex posts an inventory journal to Xero, the stock-on-hand and cost-of-goods-sold lines use these accounts, and stock adjustments post against the Inventory Adjustments account.
Add COGS and Adjustments override rules
Beneath the Cost Of Goods Sold account and Inventory Adjustments account selectors you can add override rules. A rule lets a matching transaction post to a different ledger account and Xero tracking category than the default account above it. Use the add control to open the rule builder, then under What happens when a record matches this rule? choose a value for Set ledger account to and Set tracking category to.
- Rules are evaluated in priority order; the first rule that matches a transaction wins.
- A rule field set to Inherit leaves that part (account or tracking) at the default above, changing only the field you actually override.
- When no rules are added, Qoblex shows “No added rules” with the section’s description.
Do Not Sync and Inherit
The Default group at the top of each account list (and of each rule’s account dropdown) contains two special values:
- Do Not Sync — Qoblex does not post that account’s lines to Xero. Setting Cost Of Goods Sold or Stock On Hand to Do Not Sync suppresses the inventory journal for those lines (and, per the rule above, both must be set to Do Not Sync together).
- Inherit — used inside a rule to keep the default account or tracking category for the field you are not overriding, rather than changing it.
Sync products as Untracked
Sync products as Untracked is a saved preference on the Inventory tab. Its helper text reads “Item codes appear on Xero invoices without Xero managing SOH/COGS.” Qoblex stores this setting with the rest of your Inventory tab when you save.
Sync journal status
Use Sync journal status to choose the state Qoblex applies to the inventory journals it sends to Xero. Its helper text reads “Select the state in which we will sync invoices.” The selector offers two options:
- Draft — Qoblex leaves the inventory journal as a draft in Xero for your team to review and post.
- Posted — Qoblex posts the inventory journal in Xero automatically once it syncs.
Save your changes
Select Save changes at the bottom of the settings to store the Inventory tab. Saving validates the tab: a Stock On Hand Account, Cost Of Goods Sold account, Inventory Adjustments account, and Sync journal status must each have a selection (choosing Do Not Sync counts as a selection), and the Stock On Hand / Cost Of Goods Sold pairing rule above must be satisfied. If a setting is missing, Qoblex shows the relevant message (for example “COGS Account is required”, “SOH Account is required”, or “Adjustments Ledger Account is required”) and does not save.
