Purchase orders and supplier credit notes report
Overview
This report identifies items with missing or inaccurate information which causes a discrepancy between Cin7 Omni and your Accounting software.
Enter the Start and End Dates for the period that you are reviewing.
If the report is not visible in Insights under Standard Reports - Finance, then please install it from the Reports library.
The columns should be laid out in this order from left to right:
Created Date
Order Ref
Supplier
Supplier Inv No
Full Received / Completed Date
Invoice / Supplier Credit Note Date
PO Status
Qty Ordered
Qty Received
Purchases Total
Landing Costs
Product Total
Total Tax
Total (Incl)
Review the data for each line item as set out below. Investigate and take action on any purchase order or supplier credit note with anomalies as these usually cause discrepancies between Cin7 Omni and the Accounting software. Note that you can filter the rows for the items you want to review, using any of the fields for those rows.
Review the quantities
The “Qty Ordered” should match to the “Qty Received” field.
Where these quantities do not match, this could indicate that stock is being received in multiple batches. We recommend that back orders be used to receive each batch, especially if they are done on different days. This will ensure that your cost and stock movement transactions are reported both in Cin7 Omni and your accounting software in the right period as this is based on the Received Date for Cin7 Omni and the Invoice Date for your accounting software.
Note that stock on hand value is increased based on the Qty Received and the Fully Received Date for Cin7 Omni and the Invoice Date for your accounting software.
The same applies to credit notes.
The quantities should match as the stock value is calculated on the “Qty Moved”.
If stock is returned to a supplier on different dates for the same purchase order, then we recommend that each return be done in a separate Supplier Credit Note to track the stock movement according to the Completed Date.
Review the dates
The “Fully Received / Completed” Date” should be completed as stock is added to the Stock On Hand in Cin7 Omni on the Fully Received Date.
The “Invoice / Supplier Credit Note Date” should be completed, together with the Supplier Inv No else the Purchase Order will not be synced and the and the stock entries will not be calculated on this date in the Accounting software, which may need to be manually adjusted in the Accounting software at a reporting period end.
When the Fully Received Date does not agree with the Invoice Date, this causes a timing difference between the stock on hand value in Cin7 Omni and the Accounting software, which may need to be manually created in the Accounting software at a reporting period end.
The stock on hand value in Cin7 Omni is increased based on the Fully Received Date.
The stock on hand value in the Accounting software is increased based on the Invoice date, and only after the Purchase Order is successfully synced with the Accounting software.
Review the PO status
Any purchase order with a status of “Imported” has been synced to the Accounting software.
Any purchase order with a status of “Error” has not been synced to the Accounting software.
Any purchase order with a status of “Not Imported Yet or Reset for Re-import” needs to be synced to the Accounting software.
Any purchase order with a status of “Do Not Import” needs to be investigated as to why they are not synced to the Accounting software.
If any purchase order has a status other than the status in point 1 above, then these purchase orders have not been synced to your accounting software. These purchase orders need to be investigated further and the necessary corrective action taken to sync them to your accounting software.
Review the values
The totals for Purchases, Landing Cost, Product Total and Tax on the report can be used to review the figures synced with your Accounting software general ledger accounts for a period by selecting the Start and End Dates for the report to correspond with the period being reviewed in your Accounting software.
This is on the basis that all items are properly synced with the Accounting software and no errors or unsynced items exist.
Note that the report can also be used to identify items causing a timing difference between Cin7 Omni and your Accounting software, where the fully received date or invoice date is outside the set Start and End Date on which the report is run. E.g.
Run the report for the first to the last day of a selected month.
Review the Fully Received Date for the list of purchase orders and credit notes returned to ensure that they are all within the first and last date of the selected month. Use the pivot field to filter any items with a Fully Received Date outside the selected month. The stock value for these items are reported in Cin7 Omni’s inventory value as per their Fully Received Date. Since these purchases were received in a different month to the selected month they cause a timing difference between the selected month’s inventory value and their received month.
Review the Invoice Date for the list of purchase orders and credit notes returned to ensure that they are all within the first and last date of the selected month. Use the pivot field to filter any items with an Invoice Date outside the selected month. Since these purchases were invoiced in a different month to the selected month, their inventory value is reported in your Accounting software’s inventory value that invoiced month and not in the selected month.