<aside> Pennylane is an accounting software that brings all your financial and accounting data together in one place.

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01 | Match you BETA categories to Pennylane

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ATTENTION:

Your Price Categories in BETA, must be an exact-match to an existing Xero/Quickbooks/Pennylane account.

If no exact match is found, BETA falls back to the BETASL<TAX> sales account for that item’s tax rate.

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Understanding the use of the : (colon) Separator for accounting

When using the Xero or QuickBooks or Pennylane integration, your Price Categories in BETA must match the account names in your accounting system for the integration to work properly.

Here’s how it works:

• BETA looks at the text before the colon : when sending data to Xero or QuickBooks or Pennylane.
  • For example, these all map to the same account:
    • Event:Youth
    • Event:Kids
    • Event:Adult
  • All three go to the "Event" account in Xero or QuickBooks or Pennylane.
• If you use a dash - instead of a colon:
  • Event-Youth is treated as a completely different account called “Event-Youth.”
  • It will not be grouped with “Event.”
• If no colon is used, BETA simply looks for an exact match to your account name or falls back to BETASL<TAX>.

✅ Use a colon : to group categories to the same account.

❌ Avoid using a dash - if you want items to go to the same account.

• Know the difference between a : and a - </aside>

<aside> <img src="/icons/arrow-northeast_blue.svg" alt="/icons/arrow-northeast_blue.svg" width="40px" /> Please see how to change a Price category in your BETA dashboard here

Edit/Create/Delete a Price Category/Label

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2 | Integrate Pennylane in BETA

1. From the menu bar on the left hand-side, click Settings.

   

2. Click Integrations.

   

3. Scroll the menu and click Connect on the software you would like to integrate with.

   

FAQs

What financial data is synchronised between BETA and Pennylane?

Are there any prerequisites for integrating Pennylane with BETA?

⤷ Xero/Quickbooks/Pennylane Overview

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Below is an Overview of the entire process, and what you need in place, to keep your BETA transactions flowing into Xero/Quickbooks/Pennylane automatically

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1. Connect Your Xero/Quickbooks/Pennylane Organization to BETA

In BETA’s Integrations settings, authorize access to your Xero/Quickbooks/Pennylane organization. Ensure API access is enabled in Xero/Quickbooks/Pennylane and that your BETA and Xero/Quickbooks time-zones match.

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2. Define Your Aggregation Preferences

In BETA’s Xero/Quickbooks/Pennylane integration settings, choose how you’d like your transactions bundled each night into the Draft Journal. You can group by:

This setting determines exactly which subtotals appear on each journal line—so you see the right level of detail when you review and post in Xero/Quickbooks/Pennylane.

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3. Verify or Create Core Accounts

On first connect, BETA will generate three default accounts in Xero/Quickbooks/Pennylane:

• BETALIAB (liabilities)
• BETACURR (bank/cash movements)
• BETASL<TAX> (one for each sales tax rate)

If you prefer your own accounts, you can rename or map Price Categories to any existing Xero/Quickbooks account code.

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4. Define or Match Your Price Categories in BETA

In BETA, list all your Price Categories (e.g. “Day Pass,” “Membership,” “Cafe:Drinks”). For each Category, either:

• Exact-match its name to a Xero/Quickbooks/Pennylane account, or
• Enter a custom Account Code in BETA to override the default. </aside>

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