Sales Orders and Credit Notes report
Overview
Find missing and inaccurate information in sales orders and credit notes with the Sales Orders and 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 sales orders and credit notes.
To help you fix these discrepancies, Cin7 Omni provides the Sales Orders and Credit Notes report. This report lays out data from your sales orders and 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 Sales Orders and 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 sales order or credit note that was either invoiced or dispatched during the selected time period. You shouldn’t need to change the default setup, which is:
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Data (or fact) fields:
Qty Ordered
Qty Dispatched
Sales (Incl)
Sales Tax
Sales
Cost
Gross Profit
GP%
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Row fields:
Created Date
Order Ref
Customer
Full Dispatched / Completed Date
Invoice / Credit Note Date
Invoice Status
Payment Batch Reference
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Columns:
Year
Month
Review the report
Review quantities
Ensure the quantity of goods ordered matches the quantity of goods dispatched. To do so, look at the Grand Total row at the bottom of the table. The values in the Qty Ordered and Qty Dispatched 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 Dispatched are different.
Often, it’s because units in a sales order or credit note have been dispatched or received in multiple deliveries. If this is the case, it’s best to create a backorder for the units that haven’t been sent or received yet. This is especially important if the deliveries occur on different days, because the associated changes to cost of goods sold (COGS) and stock on hand (SOH) should occur when the stock moves.
Review dates
Ensure every row has a Full Dispatched / Completed Date. If the Full Dispatched / Completed Date is empty, then the landed costs of units in that transaction won’t have been added to (or subtracted from) your COGS or SOH in Omni.
Ensure every row has an Invoice / Credit Note Date. If Invoice / Credit Note Date is empty, then the transaction won’t have been synced to Xero or QuickBooks Online, which means your COGS and SOH accounts won’t have been debited or credited for the landed costs of units in that transaction.
Review statuses and batches
Here’s what each Invoice Status means:
Imported: Transaction has been synced to Xero or QuickBooks Online.
Error: Transaction has not been synced to Xero or QuickBooks Online due to an error.
Not Imported Yet or Reset for Re-Import: Transaction should be re-synced to Xero or QuickBooks Online.
Do Not Import: Transaction belongs to a batch and should have a Payment Batch Reference.
If a transaction’s Invoice Status is not Imported, you should look into why.
Review sales, taxes, and costs
Finally, for the period you’re reviewing, check you’ve recorded the same amount of sales, taxes, and costs 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:
Sales revenue (tax inclusive)
Sales taxes
Sales revenue (tax exclusive)
Cost of goods sold
Then compare those values with the following values in the Grand Total row of Sales Orders and Credit Notes report in Omni. You should see these equivalencies:
Sales revenue (tax inclusive) = Sales (Incl)
Sales taxes = Sales Tax
Sales revenue (tax exclusive) = Sales
Cost of goods sold = Cost
Discrepancies are typically caused by transactions in the report that were dispatched or invoiced outside the selected time period. These can be easily filtered out of your report:
Expand the filter for Full Dispatched / Completed Date column field (select the downwards arrow).
Deselect any dates outside of the reporting period.
Select OK.
Expand the filter for Invoice / Credit Note Date column field (select the downwards arrow).
Deselect any dates outside of the reporting period.
Select OK.
Select Refresh / Recalculate Data.