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End of Month Procedures

Last updated 22/12/2020

There are some simple tasks you can complete in order to keep your Cin7 account in good shape and balanced with Xero. This article details some key areas to look at.

Sales Orders

Check for Accounting Errors

If there is an issue with a Sales Order, it will not be imported into Xero and instead cause an 'error'. It's good practice to fix all errors as soon as they occur, but some may have slipped through the net.

To find orders that have caused an error:

  1. From the left navigation, select Sales then Sales Orders.
  2. From the Status Dropdown, select Xero Errors.

For an explanation of the errors and how to solve them, see the Xero documentation.

Are all dispatched Sales Orders invoiced?

It goes without saying that if you have dispatched goods, you'll want to invoice your customers as soon as possible. It is worth checking however that there are no orders that have been dispatched without being invoiced. These can be found by changing the Status filter to 'Dispatched but not Invoiced'.

Have All Sales Orders been imported?

Once you've checked your Sales Order list, just double-check that all Sales Orders have been imported into Xero - this can easily by found by going to the Xero module and looking at the figure in brackets next to the Import Orders link.

For more information see Importing Sales Orders to Xero.

Purchase Orders

Check for Xero Errors

Like with Sales Orders, Purchase Orders will also receive errors if there are issues when importing to Xero. Common reasons for this are due to tax rates being inconsistent between Cin7 and Xero. Like above, filter for Xero Errors.

Receive and Back Order

Have you only partially received some orders? If you have paid for part of some orders, make sure you create a back order in Cin7, allowing you to close off the received part of an order and leave the rest of the items in an Open order.

A partially received Purchase Order will increase you inventory in Cin7, but if it is not imported to Xero it will not increase the Inventory Account there.

Learn how to Back Order items by viewing our Creating a Back Order for Purchases article.

Customer/Supplier Credits Notes

Import All Credit Notes

Have all Credit Notes been completed correctly and imported? These transactions are often overlooked but they may alter your inventory account.

When the stock has been returned into the Inventory, make sure the Credit Note reflects this.

More information on Credit Notes can be found in the Credits section.

Stock Adjustments

Approve All Auto-Adjustments

If you use the Point of Sale, auto-adjustments may have been created for you to account for stock errors. For more information on this see our Auto Adjustments article. Approve all auto-adjustments and import them to Xero.

Import All Adjustments to Xero

It is important to import adjustments into Xero - if there are adjustments values in Cin7 that are not recorded in Xero, you will never be able to balance your inventory.

Close Registers

Check for Unclosed Registers

If you - or your staff - have forgotten to Close the register for a day or multiple days you'll have payments in Xero that haven't been applied to an invoice.

To find out if you have missed any Close Registers:

  1. From the Left Navigation, click Sales, then Close Register.
  2. In the Close Register module, change the date to span from as far back as necessary to today.
  3. If you see any transactions that haven't been closed, note down the dates of these transactions.
  4. Filter again by the specific days of your unclosed transactions to close each of those missing days as you normally would.

If you find any unclosed registers, remember to import the resulting payment batches to Xero after closing them.

Importing COGS

Importing monthly COGS

Finally, make sure you have updated all your COGS. Cin7 makes regular updates to a monthly COGS journal; more information in our article Cost of Goods Sold (COGS) in Xero.

Make sure you have updated all COGS before attempting to balance Xero with Cin7.

Check the COGS journal is dated at month end to ensure all transactions have been included