Transport for NSW deducts a set prepayment amount for tolls during the month after the available credit in the E-Toll account reduces to a set amount. At the end of each month, Transport for NSW issues an invoice for all Prepayments deducted over the month. 

The process to record these transactions has changed from the 1st of July 2021 to the following:

E-Tolls Prepayments in the Bank Feeds

When the E-Tolls prepayment is withdrawn from the Bank Feeds during the month, simply type a note on the Bank Feeds' [Discuss] Tab.

è  The E-Toll Prepayment Transaction

Publish the Invoice from Hubdoc to Xero

Once Transport for NSW issues the invoice FGT/FGB will then forward the invoice to Hubdoc. 

1.  Go to the Edit Document Bar in Hubdoc
   
   è  The E-Toll Invoice in Hubdoc
   
   
   
   
2. Update the Hubdoc Invoice details as follows:
   • Document Type > Select: Invoice
   • Supplier > Select: Transport for NSW (E-Tolls)
   • Date > Change to the 1st of the month
   • Due Date > Change to the last day of the month
   • Total Amount & Tax Rate > Confirm the amount of the invoice and Tax Rate (GST on Expenses)
3. Add/Amend the Xero Configuration details as follows:
   • Publish As > Select: Purchase
   • Status > Select: Awaiting Payment
   • Contact > Select: Transport for NSW
   • Account Code > Select: Motor Vehicles - Fue/park/tolls (444)
   • Departments / Job Numbers > Select: Overheads
4. Click on [Publish]

Allocate E-Tolls prepayments to the Invoice at the end of the month

Once the invoice has been published to Xero, you can allocate all the prepayments taken during the month currently sitting as Unreconciled in the Bank Feeds.

1. Go to the Xero Bank Feeds and find the first E-Tolls Prepayment transaction for the month
   
   è  The E-Toll Prepayment Transaction
   
   
   
   
2. Select the [Match] Tab and search for: Transport
3. Select the Transport for NSW invoice dated the first of the month and then click on Split
   
   è  The Split Transaction pop-up screen opens
   
   
   
4. Allocate the part-payment to the invoice and click on [Split]
5. Match the final prepayment for the month to the Invoice balance
   
   è  The E-Toll Final Prepayment for the month