Sales orders and credit notes report
Overview
This report can help identify 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
Customer
Full Dispatched / Completed Date
Invoice / Credit Note Date
Invoice Status
Payment Batch Reference
Qty Ordered
Qty Dispatched
Sales (Incl)
Sales Tax
Sales
Cost
Gross Profit
GP%
Review the data for each line item as set out below. Investigate and take action on any sales order or 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 Dispatched” field.
Where these quantities do not match, this could indicate that deliveries are to be dispatched in multiple batches. We recommend that back orders be used to dispatch 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 Dispatched Date for Cin7 Omni and the Invoice Date for your accounting software.
Note that COGS is calculated and stock on hand value is reduced based on the Qty Dispatched and the Fully Dispatched Date for Cin7 Omni and the Invoice Date for your accounting software.
The same applies to credit notes.
The quantities should match as COGS is calculated on the “Qty Returned”.
If stock is returned by a customer on different dates for the same sales order, then we recommend that each return be done in a separate Credit Note to track the stock movement according to the returned date.
Review the dates
The “Fully Dispatched / Completed” Date” should be completed else COGS will not be calculated. The stock is removed from the Stock On Hand in Cin7 Omni on the Fully Dispatched Date.
The “Invoice / Credit Note Date” should be completed else the Invoice will not be synced and the sales, COGS and stock entries in the Accounting software will not be calculated on this date.
When the Fully Dispatched 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 adjusted in the Accounting software at a reporting period end.
The stock on hand value in Cin7 Omni is reduced based on the Fully Dispatched Date.
The stock on hand value in the Accounting software is reduced based on the Invoice date, and only after the invoice is successfully synced with the Accounting software.
Review the invoice status and payment batch reference
Any invoice with a status of “Imported” has been synced to the Accounting software.
Any invoice with a status of “Error” has not been synced to the Accounting software.
Any invoice with a status of “Not Imported Yet or Reset for Re-import” needs to be synced to the Accounting software.
Any invoices with a status of “Do Not Import” should have a “Payment Batch Reference” allocated to it. This indicates that the Sales Order was batched for syncing to the Accounting software.
If any invoice has a status of “Do Not Import” and does not have a “Payment Batch Reference”, then these invoices need to be investigated as to why they are not synced to the Accounting software.
If any sales order has a status other than the status in point 1 above, then these sales orders have not been synced to your accounting software. These sales 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 Sales, Cost and Sales 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 dispatched date or invoice date is outside the set Start and End Date of the period in which the report is run. E.g.
Run the report for the first to the last day of a selected month.
Review the Fully Dispatched Date for the list of sales 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 Dispatched Date outside the selected month. The COGS for these items are reported and removed from Cin7 Omni’s inventory value as per their Fully Dispatched Date. Since these sales were dispatched in a different month to the selected month they cause a timing difference between the selected month and their dispatched month.
Review the Invoice Date for the list of sales 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 sales were invoiced in a different month to the selected month, their COGS are reported in your Accounting software’s COGS that invoiced month and not in the selected month.