What this article covers: How to bring Xero tracking categories into BrizoConsol — switching the read on, classifying categories, loading the monthly profit and loss by tracking category, viewing it, and how tracking figures are combined across the entities in a group.
🛈 Before you start: The entity must already be connected to Xero (see
Connecting an Entity to Xero). Profit and loss by tracking category is available on the
Free, Pro and Premium editions, not on Standard. Switching it on, importing categories and saving classifications need a user who can administer the entity’s data. Tracking is set up on each Xero entity, not on a consolidated group.
What BrizoConsol Reads from Xero
Item
Detail
Tracking categories
The active tracking categories and their active options. Inactive categories and options are skipped.
P&L by tracking category
Xero’s own Profit and Loss report split by tracking option, stored month by month. Postings that carry no option are kept under Unassigned.
Operational dataset
One read-only dataset per tracking category, written from the stored months — see section 6.
1. Switch On P&L by Tracking Category
1
Open Data Loading for the entitySelect the Xero entity, then open Data Loading.
2
Click Enable additional accessThe button sits on the Xero permissions card in the sync bar at the top of the page. It switches on transactions and the profit and loss by tracking category for this connection.
3
Check the confirmationBrizoConsol confirms that transactions, their ledger lines and the profit and loss by tracking category are now read for this connection.
Once it is on, the page header shows Review Tracking Category Setup and the period table gains a P&L tracking column.
💡 Tip: If the connection does not hold Xero’s profit and loss permission, BrizoConsol asks you to reconnect Xero to grant it. Users who cannot administer data see that a data administrator must approve the additional access.
2. Import and Classify Tracking Categories
1
Click Review Tracking Category SetupOpens the Tracking Category Setup page from Data Loading.
2
Click Import from XeroShown as Refresh from Xero once categories exist. BrizoConsol reads the active categories and options and suggests a mapping for each one.
3
Review Confirm MappingEach row shows the Category Name, Normalized Name, Options, the Suggested Mapping, and the Confirm Mapping you can change.
4
Click Save Tracking Category SetupSaves the confirmed mapping for every category.
The mapping types are Store, Client Tracking, Project Tracking, Regional Division, Product Line, Service Line, Department, Team/Staff and Other. A category mapped to Department or Store makes the matching dashboard template available (section 5).
⚠ Import stopped? The suggested mappings are produced by AI. If that classification fails or is incomplete, no categories are imported and Data Loading shows the reason. Run the import again.
3. Load the Monthly P&L by Tracking Category
Once switched on, the profit and loss by tracking category is refreshed every night for the last 6 months. For older months, or after changes in Xero, load it from Data Loading with P&L by Tracking Category ticked:
1
Choose the monthsOn Data Loading, click Load missing or Reload on a period row, or tick several periods and click Load selected.
2
Tick P&L by Tracking CategoryUnder Data Types in the load dialog.
3
Click Start LoadThe P&L tracking column shows the status of each month.
Each load replaces the whole month, so reloading a month never adds its figures twice.
4. View the P&L by Tracking Category
1
Click View P&L by Tracking CategoryOn the Tracking Category Setup page.
2
Choose a Tracking Category, From Date and To DateAny date range can be used, not only whole months.
3
Click Load Xero ReportThe report is read live from Xero for the dates entered, with one column per tracking option.
This screen reads Xero directly, so it does not depend on which months have been loaded into BrizoConsol. Dashboards, reports and Operational Data use the loaded months.
5. Using Tracking Data in Dashboards & Reports
Data source
What it shows
Revenue by Tracking Dimension
Total income by tracking option
Gross Profit by Tracking Dimension
Gross profit by tracking option
Net Profit by Tracking Dimension
Net profit by tracking option
Total Expenses by Tracking Dimension
Total expenses by tracking option
Each source is offered once per tracking category, so you pick the category and the chart, table or metric breaks it down by option. Two dashboard templates use the mapping from section 2: Department P&L (a category mapped to Department) and Store Performance (a category mapped to Store).
6. Consolidating Tracking Data Across Entities
Group dashboards and reports
On a consolidated entity, the “by Tracking Dimension” sources read every entity beneath it. You choose the tracking category by name, and figures are added together wherever the category name and the option name are the same in each entity — for example Region: North in every Xero organisation. A different spelling in one entity appears as a separate series.
These sources add each entity’s figures as stored, in that entity’s own currency. When entities report in different currencies, use the operational dataset below, which is translated into the group’s currency.
Operational Data
Each Xero entity also holds one read-only dataset per tracking category, named Xero Tracking: <category>, with the dimensions Tracking Option and P&L Line. It is rewritten each time a month is loaded and is removed when Xero is disconnected. Datasets with the same name in several entities are read as one source in dashboards and custom reports, translated into the reader’s currency (not on the Standard edition). See Operational Data Consolidation.
Operational Reports
Xero identifies each tracking category by its own ID, which differs between Xero organisations. Each entity’s tracking category therefore opens as its own operational report, with the owning entity named on the report card, rather than as one combined report. For a combined view, use the group dashboards above or the dataset in a custom report.
Troubleshooting
Message
What to do
Needs the Xero profit and loss permission
Reconnect Xero and approve the permissions it asks for.
Not read for this connection yet
Switch it on from the Xero permissions card on Data Loading (section 1).
Classification failed / was incomplete
No categories were imported. Run Import from Xero again.
Unable to resolve Xero tenant
Reconnect Xero for the entity.
P&L by Tracking Category marked Pro only
The subscription is on an edition without accounting detail. It is available on Free, Pro and Premium.
