Import
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Weekly FareHarbor → Xero CSVs
Drop in this week's FareHarbor Sales export and the Payouts CSV. Everything is built right here in your browser — nothing is uploaded. FareHarbor payouts already reconciled in a previous week are skipped automatically.
All amounts are GST-inclusive — always choose “Tax Inclusive” when importing into Xero. Sales and refunds ship as one file: Xero turns the negative CN- rows into draft credit notes automatically.
Order matters: post drafts first and approve them in Xero — invoices are their own step so you can click, approve and email them without hunting through the sales — then import the payment CSVs so reconciliation has invoices to match against. When it's all in, hit Publish week — it saves the run to History and makes sure these payouts and school invoices are never generated again. (The zip still includes the invoice CSVs as a manual fallback.)
Preview
History & audit trail
Every publish, download and P&L upload on this page, newest first. This log is append-only — nothing clears it; the “don't generate again” state (payouts & school invoices) simply rolls forward each time you publish.
Weekly P&L
Builds the week straight from Xero — no export, no upload. Revenue, cost of sales and expenses come from the P&L; the week’s wages come from the pay run for that week (plus employer KiwiSaver/ACC and management billed outside payroll), which is what the old “Wages week” column was doing by hand. You get a full preview before anything is saved.
Upload a file instead (needed for the pre-winter baseline)
The baseline is a one-off snapshot with no week to derive, so it stays on the file upload. Use this for a normal week only if the Xero build is unavailable.
Season Pass release journal
Runs first each week — it lifts season-pass income into realised revenue, which the SHPG royalty is calculated on. The three prepaid liability balances are read live from Xero as at the date below; this releases this week's slice = remaining balance ÷ weeks left to season end. The with-rentals balance is then split into pass vs rental like your Aug-24 journal.
Weekly package recode journal
Recodes bundled package revenue into its trail-pass / rental / lesson components (like journal #228419). Because last week's recode zeroed the package accounts, the YTD P&L — read live from Xero over the period below — shows only this period's new package revenue — so it books exactly what's on the P&L, no prior-period netting. Ratios are pre-filled from your 2021 SHPG sheet — check them.
SHPG royalty — 5% of gross
Replicates your 2021 worksheet: gross of the SHPG revenue accounts, minus the rental / lesson slices of packages, minus what was already returned in prior periods, × 5%. The YTD P&L is read live from Xero over the period below and the table auto-fills by account code; edit any figure. Produces a summary email for SHPG and a draft bill in Xero.
Uploads & reports
Every journal and bill you generate here is logged so the weekly "YTD − previous" maths stays correct and you can re-download any file.
Product → GL code map
This is what turns each FareHarbor product into a Xero account code. New products that appear in a weekly export with no code are flagged before you can download — add them here and they'll map from then on.
| FareHarbor product | GL account |
|---|
School invoices
School breakdown is built into the Weekly CSVs tab and comes from Firestore — the FareHarbor webhook stores every booking's per-student customer types permanently, so a school that pays by bank transfer months later still splits correctly. The School Customers export is now only a fallback for a booking we hold no record of. Bookings are matched by Booking ID: where the booking has a payment in the sales export (card, or an invoice/bank-transfer payment added in FareHarbor), that dollar amount is split into the school revenue lines. The payment is the source of truth for the amount — Firestore supplies only the shape (proportions, product names, head count), so a breakdown that disagrees with the payment never moves the total. Internal pricing tiers (Regional, Local) are stripped from the descriptions the school sees. School bookings with no payment recorded yet are not invoiced — they show as “awaiting processing” until the payment is added in FareHarbor, then invoice in that week's run. Once a week is published, its school bookings are never invoiced again.
| Customer type / item | GL account |
|---|---|
| School Trail Pass / School Full Day Trail Pass | 4001.2 |
| School Ski Rentals | 4015.2 |
| School Full Day Snowshoe Rental | 4017 |
| School Lesson | 4020.2 |
| Snow Fun Zone (school students) | 4030 |
| Meadow Hut (schools) | 4036.2 |
| Musterers Hut (schools) | 4039.2 |
Mac Wednesdays and season passes are not schools — they stay as normal lines. Every download is logged to the audit trail (xero_config/audit/log).