You are joining as a bookkeeping contractor for 2668981 Alberta Incorporated, which operates under two trade names: GetToner.ca (an e-commerce seller of toner and printer supplies) and Inks N Stuff IT (an IT and managed print services business). Both companies use Xero, a cloud-based accounting platform accessible from any browser — no software to install.

Both trade names operate under the same Xero organisation — there is only one set of books in Xero for 2668981 Alberta Incorporated. You will receive a single Xero login invitation. All revenue, expenses, and transactions for both GetToner.ca and Inks N Stuff IT are recorded in this one organisation. Here is a summary of your typical responsibilities:

Before diving into Xero mechanics, read this section carefully. Understanding how the business operates will help you make correct coding decisions, catch errors early, and know when to ask questions.

1 · Corporate Structure

The business operates within a family trust structure. There are two operating companies — you work primarily in 2668981 Alberta Inc. (Xero), but intercompany transactions with Entrepreneur Millionaire Inc. (QuickBooks Online) are common and require entries in both systems.

2 · Revenue Streams

The business generates revenue through four primary channels. Each has a specific source of truth and recording method in Xero.

3 · Intercompany Accounting

Funds and costs move regularly between Entrepreneur Millionaire Inc. (QBO) and 2668981 Alberta Inc. (Xero). Every intercompany transaction requires a matching entry in both accounting systems.

4 · Banking & Venn Prepaid Cards

Both entities bank with ATB Financial. 2668981 Alberta Inc. also uses a Venn prepaid corporate card platform for controlled, categorized spending.

5 · Supply Chain

90–99% of all orders are fulfilled via dropship — no warehouse or physical inventory is held. The company acts as a reseller, placing orders with distributors who ship directly to the end customer.

6 · Order Flow

Understanding how a sale moves through the business helps you match the correct revenue and cost entries in Xero at the right time.

7 · Expense Flow

Business expenses follow two main paths depending on whether they are paid directly from ATB or via a Venn prepaid card. Always ensure the correct account is used in Xero so balances reconcile.

1. Check your inbox for the invitation email

   Look for an email from noreply@xero.com — subject: "You've been invited to Xero". Check spam if you don't see it.

2. Click "Get Started" and create your account

   Use the same email the invitation was sent to. Set a strong password (8+ characters, mixed case, symbols).

3. Set up Two-Step Authentication (2FA)

   Xero will prompt you during setup. Use an authenticator app (Google Authenticator or Microsoft Authenticator). This is mandatory — it protects the company's financial data.

4. Enter the Xero organisation

   After login you'll land directly in 2668981 Alberta Incorporated — the single organisation that covers both GetToner.ca and Inks N Stuff IT. All transactions for both trade names are recorded here.

Contacts are the businesses and people you transact with — split into Customers (you invoice them) and Suppliers (you pay them). You'll also need to create contacts for marketplace platforms like Amazon, Best Buy, and Walmart.

Adding a New Contact

1. Go to Contacts → All Contacts

   Click Contacts in the top menu, then All Contacts.

2. Click "New Contact"

   Blue button in the top-right corner.

3. Fill in the details

   Name, email, phone, and address. For marketplace platforms, use names like Amazon.ca Marketplace, Best Buy Canada Marketplace, Walmart Canada Marketplace.

4. Save

   This contact is now available when creating invoices, bills, or Receive Money entries.

1. Go to Business → Invoices → New Invoice

   Click Business in the top nav, then Invoices, then the blue New Invoice button.

2. Select the Customer

   Type the customer name in the "To" field — Xero will auto-suggest from your contacts.

3. Set the Date and Due Date

   Invoice date = today. Due date = based on payment terms (e.g., NET 30 = 30 days from today).

4. Add Line Items

   Enter description, quantity, unit price, and the correct account code. For Inks N Stuff IT services, use the correct revenue account from your Chart of Accounts (see below). Xero calculates GST automatically based on the tax code set on the account.

5. Approve and Send

   Click Approve to finalise and assign an invoice number, then Send to email directly from Xero.

1. Go to Business → Bills to Pay → New Bill
2. Select the Supplier

   Search in the "From" field. For marketplace platform fee invoices, use the platform name as the supplier (e.g., Amazon Services Canada).

3. Enter Date, Due Date, and Reference

   The reference should be the supplier's invoice number — this helps you match the bill to the paper invoice.

4. Add Line Items with correct account codes

   Use the purchasing account codes from the Chart of Accounts section below (5094–5099). Always apply the correct GST tax code — see the Marketplace Tax section for platform fee rules.

5. Attach the source document

   Click the paperclip 📎 to attach the PDF or photo of the bill. Required for audit purposes.

6. Approve

   Click Approve to post it. Save as Draft if you need to return to it.

Xero automatically imports transactions from connected bank accounts via the bank feed (daily). Your job is to match or code each imported transaction. For marketplace deposits, this is automated — Xero brings the deposit in from the bank feed and you code it directly to the applicable Clearing account.

1. Go to Accounting → Bank Accounts

   You'll see each bank account with a count of items to reconcile.

2. Click "Reconcile X items"

   Opens the reconciliation screen for that account. Bank feed lines appear on the left; Xero's suggested matches on the right.

3. For marketplace deposits — code to the Clearing account

   When you see an Amazon, Best Buy, or Walmart deposit, click Create → choose the applicable Clearing account (e.g., Amazon Clearing) · Tax: No Tax. This reconciles the bank line immediately. The detailed income breakdown is handled separately from the Clearing account.

4. Match, Create, or Transfer for all other transactions

   Match — links to an existing Xero entry (invoices, bills already posted). Create — creates a new transaction on the spot. Transfer — for moving money between accounts.

5. Click "OK" to confirm each match

   Repeat until the account is fully reconciled. Aim to reconcile at least weekly.

Common Situations

The Chart of Accounts (COA) is the master list of account codes used to categorise every transaction. Below are the codes configured in Xero for 2668981 Alberta Incorporated (covering both GetToner.ca and Inks N Stuff IT). Always use the exact code — do not create new ones without checking with the accountant first.

Revenue Accounts (1000s)

Direct Cost / Purchasing Accounts (5000s)

Reports are under the Reports menu in the top navigation. Key reports you'll use:

How to Run a Report

1. Click "Reports" in the top menu

   Select the report type, e.g., Profit and Loss.

2. Set the date range

   Use the date pickers. For a monthly P&L, set the first and last day of the month.

3. Click "Update"

   The report refreshes with data for your selected period.

4. Export if needed

   Click Export (top-right) to download as PDF or Excel.

As a bookkeeper, you must understand the company's tax registration status because it determines which tax codes to apply and which tax obligations exist for direct (non-marketplace) sales.

Current Active Registrations

Pending Registrations (Applied For)

2668981 Alberta Inc. sells to customers across all Canadian provinces. The company is registered for some provincial taxes and has registrations pending in others. The rules for how to record sales differ depending on whether the registration is active yet — and whether the sale is through a marketplace or directly through GetToner.ca.

Direct Sales (GetToner.ca / Shopify) — Before Full Registration

For direct Shopify orders shipped to provinces where registration is still pending (Ontario, Quebec, Manitoba, Atlantic provinces), apply the following rules until the registration number is confirmed:

After Registration — Setting Up a New Province in Xero

When a new provincial registration is granted, follow these steps to activate it in Xero before processing any sales for that province:

1. Confirm the registration number and effective date

   The CRA or provincial authority will provide a registration number and the date from which you must start collecting. Do not backdate collection — apply from the effective date only.

2. In Xero: Accounting → Tax Rates → New Tax Rate

   Create the applicable rate for the new province. Examples: "ON HST 13%", "QC QST 9.975%", "MB RST 7%". Set Type to Tax on Sales and enter the correct percentage.

3. Update Shopify tax settings

   In Shopify Admin → Settings → Taxes and Duties → add the new province registration number and confirm the rate. Shopify will begin collecting automatically from that point.

4. Update default tax codes in Xero if applicable

   Confirm with the business owner or accountant whether any Xero account defaults should be updated to include the new tax rate. For most accounts, the rate is applied per transaction based on the customer's province — it does not change the default account tax code.

5. File the first return for the new province

   Each province has its own filing schedule and portal. For HST provinces (ON, NB, NS, NL, PEI), you file through CRA My Business Account — the HST is included on your existing GST/HST return. For QC (QST) and MB (RST), separate provincial filings are required. Confirm the first filing due date with the accountant.

6. Update the Tax Registrations table in this guide

   Move the province from "Pending" to "Registered" in the Tax Registrations section so the contractor knows the current status at a glance.

Province-by-Province Filing Summary

Canada has three types of sales tax. The rate that applies depends on the destination province of the sale:

For marketplace sales (Amazon, Best Buy, Walmart), the platform collects and handles all of the above taxes — you do not need to track tax by destination province for those sales. This table matters most for direct sales.

A marketplace facilitator is a platform that, under Canadian tax law (effective July 1, 2021), is required to collect and remit GST/HST from customers on behalf of third-party sellers. This means GetToner.ca does NOT collect GST from marketplace customers — the platform does.

However, the three platforms treat this differently in terms of what they deposit to your bank account:

Xero Tax Codes — Quick Reference

Where to Find Settlement Reports

Stage 1 — Reconcile the Bank Feed Deposit

1. Go to Accounting → Bank Accounts → Reconcile

   When the Amazon deposit appears in the bank feed, click Create on that line.

2. Code the deposit to the Amazon Clearing account

   Account: Amazon Clearing (current asset) · Tax: No Tax · Amount: the full deposit amount. Click OK to reconcile the bank line immediately.

Stage 2 — Process the Settlement Report

1. Download the Amazon Settlement Report

   In Seller Central: Reports → Payments → Settlement Reports. Download for the period matching your deposit.

2. Note the key figures

   Gross Sales, Referral Fees, FBA Fees, Storage Fees, and Tax Collected (GST/HST).

3. In Xero: Accounting → Bank Accounts → Amazon Clearing → Spend Money

   Contact: Amazon.ca Marketplace. Date: settlement date. Reference: Amazon Settlement ID (e.g., AMZ-SETTLE-XXXXXXXXX).

4. Line 1 — Sales Revenue

   Description: "Amazon Sales Revenue — [Period]" · Account: Revenue: Marketplace Sales — Amazon · Tax: GST on Income (5%) · Amount: Gross Sales figure (before any fees)

5. Line 2 — Referral Fees (negative)

   Description: "Amazon Referral Fees — [Period]" · Account: Expenses: Marketplace Fees · Tax: No Tax · Amount: Enter as a NEGATIVE number

6. Line 3 — FBA / Storage Fees (negative)

   Description: "Amazon FBA/Storage Fees — [Period]" · Account: Expenses: FBA/Fulfillment Fees · Tax: GST on Expenses (5%) · Amount: Negative number

7. Line 4 — GST Collected (liability, negative)

   Description: "GST Collected by Amazon — [Period] (for CRA remittance)" · Account: GST Payable — Amazon Collected · Tax: No Tax · Amount: GST amount as a NEGATIVE number (moves it to the liability account, not revenue)

8. Verify the Total equals the original deposit amount

   The Spend Money total must match the deposit in Stage 1 exactly — this zeroes out the Amazon Clearing account balance for this period. If it doesn't match, recheck the settlement report figures.

9. Click "Save & Submit"

   The Amazon Clearing account balance should now be $0 for this settlement period.

Amazon — Provincial Tax by Province

Amazon collects and includes federal GST/HST in your settlement deposit for every province. The tax rate in the deposit varies by the customer's province. Use the Amazon settlement report's Tax Collected column to identify the exact amounts, then apply the matching Xero tax code when recording Line 1 (Revenue) and Line 4 (Tax Liability).

Stage 1 — Reconcile the Bank Feed Deposit

1. When the deposit arrives in the bank feed, click Create

   Code it to Best Buy Clearing account · Tax: No Tax · Amount: full deposit. Click OK to reconcile.

Stage 2 — Process the Settlement Report

1. Download the Best Buy Settlement Report

   Best Buy Marketplace Seller Portal → Financials → Settlement Reports.

2. Note Gross Sales and Platform Commissions
3. In Xero: Accounting → Bank Accounts → Best Buy Clearing → Spend Money

   Contact: Best Buy Canada Marketplace. Date: settlement date. Reference: settlement ID.

4. Line 1 — Sales Revenue

   Account: Revenue: Marketplace Sales — Best Buy · Tax: No Tax · Amount: Gross Sales figure from settlement report

5. Line 2 — Commission Fees (negative)

   Account: Expenses: Marketplace Fees · Tax: GST on Expenses (5%) · Amount: commission amount as a negative number. Xero will automatically calculate the 5% GST as an Input Tax Credit (ITC). Example: enter −$150.00; Xero records $7.50 ITC — total deduction $157.50.

6. Verify total equals original deposit amount. Click "Save & Submit"

   No GST liability entry required for customer taxes — Best Buy handles all of that. Best Buy Clearing account should zero out.

Best Buy — Provincial Tax by Province

Stage 1 — Reconcile the Bank Feed Deposit

1. When the deposit arrives in the bank feed, click Create

   Code it to Walmart Clearing account · Tax: No Tax · Amount: full deposit. Click OK to reconcile.

Stage 2 — Process the Payment Report

1. Download the Walmart Payment Report

   Walmart Seller Center → Finance → Payments.

2. Note Gross Sales and Referral Fees
3. In Xero: Accounting → Bank Accounts → Walmart Clearing → Spend Money

   Contact: Walmart Canada Marketplace. Date: payment date. Reference: payment report ID.

4. Line 1 — Sales Revenue

   Account: Revenue: Marketplace Sales — Walmart · Tax: No Tax · Amount: Gross Sales

5. Line 2 — Referral Fees (negative)

   Account: Expenses: Marketplace Fees · Tax: No Tax · Amount: negative

6. Verify total equals original deposit amount. Click "Save & Submit"

   No GST liability entry required. Walmart Clearing account should zero out.

Walmart — Provincial Tax by Province

Shopify is the e-commerce platform powering the GetToner.ca website. There are two types of sales to record:

Key Differences from Marketplace Sales

Step 1: Get the Shopify Payout Report

1. Log in to Shopify Admin

   Go to admin.shopify.com and select the GetToner.ca store.

2. Go to Finances → Payouts

   Each payout represents a bank deposit from Shopify Payments. Click a payout to see its breakdown: gross sales, refunds, Shopify fees, and net deposit amount.

3. Note the key figures

   Gross Sales (subtotal before tax), GST/Tax collected, Shopify transaction fees, and Net Payout (what lands in the bank).

Step 2: Recording a Shopify Payout in Xero

Use Receive Money (same method as marketplace deposits) to record each Shopify payout as a single multi-line entry that ties to the bank deposit amount.

1. In Xero: Accounting → Bank Accounts → [Chequing Account] → Receive Money
2. Set Contact, Date, and Reference

   Contact: Shopify / GetToner.ca Web Sales. Date: the payout date. Reference: Shopify Payout ID.

3. Line 1 — Sales Revenue

   Description: "GetToner.ca Web Sales — [Period]" · Account: 1095 Consumable & Supplies (or the appropriate revenue account for the product sold) · Tax: AB – GST on Sales (5%) · Amount: Gross Sales (before fees, before tax)

4. Line 2 — Shopify Payment Processing Fees (negative)

   Description: "Shopify Payment Processing Fees — [Period]" · Account: Expenses: Platform Subscriptions (or a dedicated Shopify Fees account) · Tax: GST on Expenses (5%) · Amount: negative (claim this GST as an ITC)

5. Verify the Total matches your bank deposit

   The net should equal exactly what Shopify deposited. Cross-check against the payout report.

6. Click "Save & Submit", then match to bank feed during reconciliation

Recording Draft / Manual Orders

Manual and draft orders are created in Shopify Admin and may be paid outside of Shopify Payments (e-transfer, cheque, or phone card). Record these as Invoices in Xero rather than Receive Money entries.

1. Go to Business → Invoices → New Invoice
2. Set Customer, Date, Due Date

   Use the customer's name from the Shopify draft order. Due date = immediate for already-paid orders, or the agreed terms for B2B orders.

3. Add Line Items matching the Shopify draft order

   Use account 1095 (Consumable & Supplies) for ink/toner products. Set tax to AB – GST on Sales (5%). Xero will calculate the GST automatically.

4. Add the Shopify draft order number as a Reference

   This links the Xero invoice to the Shopify order for easy cross-referencing.

5. Approve the Invoice
6. Mark as Paid when payment is received

   Scroll to the bottom of the approved invoice → Add Payment → select the date and bank account the payment landed in.

Shopify Subscription & App Fees

Shopify charges a monthly subscription fee (plus applicable GST). Record this as a Bill in Xero: Supplier: Shopify Inc. · Account: Expenses: Platform Subscriptions · Tax: GST on Expenses (5%). Claim the GST as an ITC.

At the end of each reporting period (quarterly for most small businesses), you prepare the GST/HST return using Xero's built-in report.

1. Go to Accounting → Reports → GST/HST Return
2. Select your reporting period and click "Calculate"
3. Review Line 101 — Total Sales and Other Revenue

   This should include ALL marketplace revenue, including Amazon sales (where Amazon collected the tax). If revenue was recorded correctly, this will be accurate.

4. Review Line 105 — GST/HST Collected

   For Amazon sales, this includes GST from your deposits. For Best Buy and Walmart, this will be $0 on these lines — which is correct, as those platforms remitted directly to the CRA.

5. Review Line 106 — Input Tax Credits (ITCs)

   This includes GST you paid on FBA fees, platform subscriptions, and other eligible business expenses.

6. Line 109 = Amount Owing = Line 105 − Line 106
7. File the return

   Click File Return if using Xero's CRA direct filing integration, or note the amounts and file through CRA My Business Account.

The CRA requires that all records supporting GST/HST returns be retained for a minimum of 6 years. As the bookkeeper, you are responsible for ensuring the following are saved and organised:

Keyboard Shortcuts

General Tips

• 🔍Use the Search bar (magnifying glass, top-right) to find any contact, invoice, bill, or bank transaction instantly.
• 📎Always attach source documents to bills and transactions — PDFs or photos — for CRA audit purposes.
• 💬Use the Notes field on transactions to leave context for the accountant about unusual items.
• 🔄Set up Repeating Bills for regular expenses like monthly platform subscriptions so you don't re-enter them manually each month.
• 📱Xero has a mobile app — useful for quick approvals and reconciling on the go. Search "Xero Accounting" in the App Store or Google Play.
• ❓When in doubt, don't guess the account code or tax rate. Save as Draft and ask the accountant first — always easier to fix a draft than an approved entry.

🟦 Official Xero Tutorials

🎓 Free Xero Learning Centre Courses

📺 Highly Rated Community Tutorials

• 🏠
  Xero Central (Official Help Centre)

  Xero's primary support hub. Search any topic — invoicing, bank feeds, GST, reports.

• 🎓
  Xero Learning Centre — Free Training Courses

  Free self-paced online courses covering all Xero topics. Always up to date with the latest interface.

• ▶️
  Xero Official YouTube Channel

  Hundreds of how-to videos. Subscribe for new tutorials.

• 🇨🇦
  CRA — GST/HST for Businesses

  Official Government of Canada resource. Business line: 1-800-959-5525.

• 📦
  Amazon Seller Central (Canada)

  Download settlement reports, view tax invoices, manage your Amazon seller account.

• 🛍️
  Best Buy Marketplace Seller Portal

  Access settlement reports and Best Buy commission invoices.

• 🛒
  Walmart Marketplace Seller Center

  Download payment reports and manage your Walmart marketplace account.

• 🔒
  Set Up Two-Step Authentication (2FA)

  Mandatory security — do this on your first login.

• 💬
  Xero Community Forum

  Forum where users and Xero staff answer questions. Good for unusual edge cases.

• 🤝
  Xero Support (Canada)

  Canada-specific support — GST/HST setup, bank feeds with Canadian banks, etc.

🔐 Access & Security

• Received and accepted the Xero invitation for 2668981 Alberta Incorporated (single organisation covering both GetToner.ca and Inks N Stuff IT)
• Set up Two-Step Authentication (2FA) — mandatory
• Confirmed you can see the organisation dashboard for 2668981 Alberta Incorporated

📚 Xero Basics

• Explored the Dashboard — located Bank Accounts, Invoices Owed to You, Bills to Pay, and Cash Flow widgets
• Located the Contacts list and verified marketplace contacts exist (Amazon, Best Buy, Walmart)
• Located the Chart of Accounts — confirmed revenue accounts 1093–1099 and cost accounts 5094–5099 are present
• Located the Bank Accounts reconciliation screen and identified items to reconcile
• Ran a Profit & Loss report for the current month
• Created a test invoice (saved as Draft only — do NOT approve)

🏪 Marketplace & Tax

• Read and understood the Amazon deposit recording process — GST is included in the deposit and must be remitted separately to the CRA
• Read and understood Best Buy and Walmart — No Tax on deposits, no remittance required
• Read and understood Shopify web sales — GetToner.ca collects and remits its own GST on all direct orders
• Confirmed GST Payable — Amazon Collected liability account exists in Chart of Accounts (or flagged to create)
• Gained access to the GetToner.ca Shopify Admin — confirmed you can view Payouts and Orders
• Located the GST/HST Return report in Xero (Accounting → Reports → GST/HST Return)
• Noted the company's GST#: 732140223RT0001

🎓 Training

• Started the Introduction to Xero course on Xero U (free, self-paced)
• Bookmarked central.xero.com for quick help lookups
• Confirmed who to contact with questions (business owner / accountant) and their preferred method