Purchase Orders and Supplier Credit Notes report

Overview

Find missing and inaccurate information in purchase orders and supplier credit notes with the Purchase Orders and Supplier Credit Notes report and fix discrepancies with Xero or QuickBooks Online.

Discrepancies between Omni and Xero or QuickBooks Online are often caused by false or missing data in purchase orders and supplier credit notes.

To help you fix these discrepancies, Cin7 Omni provides the Purchase Orders and Supplier Credit Notes report. This report lays out data from your purchase orders and supplier credit notes so you can more easily spot anomalies and reconcile Omni and your accounting platform.

Open and set up the report

Log in to Cin7 Omni.
From the navigation, open Insights.
From the navigation, open Standard Reports.
Under Finance, open Purchase Orders and Supplier Credit Notes—if you can’t see the report, find out how to install new reports.
Set the time period (Start Date and End Date).
Select Search.

Each row in the report is a purchase order or supplier credit note that was either invoiced or dispatched during the selected time period. You shouldn’t need to change the default setup, which is:

Data (or fact) fields:
- Qty Ordered
- Qty Received
- Purchases Total
- Landing Costs
- PO/SCN Total
- Total Tax
- Total (Incl.)
Row fields:
- Created Date
- Order Ref
- Supplier
- Supplier Inv No
- Full Received / Completed Date
- Invoice / Supplier Credit Note Date
- PO Status
Columns:
- Year
- Month

Review the report

Review quantities

Ensure the quantity of goods ordered matches the quantity of goods received. To do so, look at the Grand Total row at the bottom of the table. The values in the Qty Ordered and Qty Received must match.

If these fields don’t match in the Grand Total row, then they also won’t match for one or more other rows. Find those rows and look into why their Qty Ordered and Qty Received are different.

Often, it’s because units in a purchase order or credit note have been received or dispatched in multiple deliveries. If this is the case, it’s best to create a backorder for the units that haven’t been received or dispatched yet. This is especially important if you receive these units on different days, because the associated changes to stock on hand (SOH) should occur when the stock moves.

Review dates

Ensure every row has a Full Received / Completed Date. If the Full Received / Completed Date is empty, then the units received or dispatched won’t have been added or subtracted from your SOH.

Ensure every row has an Invoice / Supplier Credit Note Date. If Invoice / Supplier Credit Note Date is empty, then the transaction won’t have been synced to Xero or QuickBooks Online, which means your SOH accounts won’t have been debited or credited for the landed costs of units in that transaction.

Review statuses

Here’s what each PO Status means:

Imported: Transaction has been synced to Xero or QuickBooks Online.
Error: Transaction has not been synced to Xero or QuickBooks Online.
Not Imported Yet or Reset for Re-Import: Transaction should be re-synced to Xero or QuickBooks Online.
Do Not Import: Transaction has not been synced to Xero or QuickBooks Online.

If a transaction’s PO Status is not Imported, it hasn’t been synced or is out of sync with Xero or QuickBooks Online. You should look into why and sync it.

Review costs and taxes

Finally, for the period you’re reviewing, check you’ve recorded the same costs and taxes in Omni and Xero or QuickBooks Online.

To do so, first generate a report in Xero or QuickBooks Online that calculates the following values for the same time period:

Landed costs (total unit costs + freight + surcharge - discounts + additional landing costs)
Additional costs (freight + surcharge - discounts + additional landing costs)
Total cost (excluding tax)
Total tax
Total cost (including tax)

Then compare those values with the following values in the Grand Total row of Purchase Orders and Supplier Credit Notes report in Omni. You should see these equivalencies:

Landed costs = Purchase Total
Additional costs = Landing Costs
Total cost (excluding tax) = PO/SCN Total
Total tax = Total Tax
Total cost (including tax) = Total (Incl.)

Discrepancies are typically caused by transactions in the report that were received or dispatched and invoiced outside the selected time period. These can be easily filtered out of your report:

Expand the filter for Full Received / Completed Date column field (select the downwards arrow).
Deselect any dates outside of the reporting period.
Select OK.
Expand the filter for Invoice / Supplier Credit Note Date column field (select the downwards arrow).
Deselect any dates outside of the reporting period.
Select OK.
Select Refresh / Recalculate Data.