This guide explains the Cross-Stack Inspector Tool, designed to compare invoice records between Xero and Lightspeed. Its primary purpose is to identify and highlight any discrepancies, ensuring accurate financial reconciliation and data alignment across the Evolution Platform.
Overview
The Inspector tool provides a comprehensive comparison of invoice-level information between Lightspeed and Xero. It scrutinizes four key aspects:
- Sync Status - Has the invoice successfully synced from Lightspeed to Xero?
- Dollar Value Match -Do the total dollar values of the invoice match in both systems?
- Paid Amount Match - Do the paid amounts recorded for the invoice align between systems?
- Invoice Status Match - Do the statuses of the invoice (e.g., paid, voided, outstanding) correspond in both systems?
How to Access the Cross-Stack Inspector Tool
To gain access to the Cross-Stack Inspector Tool, you must submit a request to Evolution Support. You will be provided with the necessary access instructions.
How to Read and Navigate the Cross-Stack Inspector Tool
The tool's output is presented in a structured format to help you quickly identify and address issues:
- Once access is granted, navigate to the provided link for the Cross-Stack Inspector Tool.
- The tool will display a table with various columns:
- Column A: Number of errors found for a specific invoice.
- Column B & C: Direct links to the invoice record in Lightspeed and Xero, respectively.
- Column D: Sales date of the invoice.
- Column E & F: Customer name and company name associated with the invoice.
- Column G: The user who processed the invoice.
- Column H: Indicates if the invoice has synced from Lightspeed to Xero (Yes/No)
- Columns I, J, K: Details on whether the dollar value matches (Yes/No).
- Columns L, M, N, O: Details on whether the paid dollar amount matches (Yes/No).
- Columns P, Q, R: Details on whether the invoice statuses match (Yes/No).
- Pay close attention to Column A (Number of errors) and any columns indicating "No" for Sync Status, Dollar Value Match, Paid Amount Match, or Invoice Status Match. These "No" indicators highlight discrepancies.
- For any invoice showing discrepancies, click the links in Column B (Lightspeed) and Column C (Xero) to open the respective invoice records directly in each system. This allows for quick investigation.
Rectify Common Discrepancies
This section outlines how to rectify common discrepancies.
Understanding how to handle credit notes is vital for accurate financial reporting and avoiding synchronisation errors.
- Client pays you in advance: If the client pays you in advance, either fully or partially, this is considered an overpayment.
- Action: Record this as an overpayment in Xero. These will appear as 'credit notes' on the invoice record in LightSpeed.
- Resource: For detailed steps, refer to: Record an Overpayment.
- Discounts: If you provided a discount, and the customer did not pay the full amount, after the invoice is sent this is a credit note.
- Action: Create a credit note for the discount amout. However, avoid this method if possible, as it is known to cause synchronisation errors.
- Resource: For detailed steps, refer to: Apply Credit Note.
- Bad Debts: If the client does not pay their invoice, resulting in bad debt.
- Action: Write off the bad debt
- Resource: For detailed steps, refer to: Managing Bad Debts.
Occasionally, a very small rounding difference (e.g., 0.00005 AUD) may appear between Lightspeed and Xero.
- Click the links in Columns B and C to open the invoice records in Xero and Lightspeed.
- Check the balance in Lightspeed. Verify the balance in Lightspeed. Even if it appears as 0, the Inspector tool indicates a tiny outstanding amount.
- Continue the sale in Lightspeed (switch register if necessary) and take the remaining amount using CASH. This will zero out the balance and align the systems.
If the Inspector tool indicates that invoice statuses do not match, it will specify in which system the voiding occurred.
- Open the invoices in Lightspeed and Xero using the provided links.
- Determine which system (Lightspeed or Xero) has the invoice voided.
- Void the invoice in the other system to align their statuses.
When the invoice totals do not match, or a payment has been made but the status doesn't align, investigation is required.
- Open the invoices in Lightspeed and Xero using the provided links.
- Figure out what happened by cross-referencing information in both systems and external records if necessary to determine which system holds the correct "truth."
- Adjust the incorrect system's record to match the correct one.
Tax rounding differences can cause discrepancies between Xero and Lightspeed.
- Open the invoice in Xero.
Click on the payment associated with the invoice.
- Screenshot: It is highly recommended to take a screenshot of the payment details before proceeding in case the sync fails.
- On the payment screen, click the Options button, then select Remove and Redo. This will effectively delete the payment from Xero.
Go back to the invoice in Xero. You may not be able to directly edit the tax amount.
Adjust a line item amount to ensure the tax and total invoice amount become correct and match Lightspeed.
Alternatively, you can try to re-sync the invoice from Lightspeed at this point to see if the sync automatically corrects the discrepancy.
Once the invoice in Xero has the correct amount, re-sync the invoice from Lightspeed. Assuming the payment was also synced from Lightspeed, it should be re-applied to the invoice automatically.
Invoices with negative values (e.g., -128 AUD) do not synchronise to Xero as Xero cannot handle negative numbers in this context.
Action: These invoices will require manual review and adjustment outside the automated sync process to ensure financial accuracy.
Key Considerations & Best Practices
- Use the Inspector tool to identify discrepancies early, preventing minor issues from escalating into significant reconciliation problems.
- Always strive for complete alignment across Lightspeed, Xero, and Vital. Data inconsistencies can lead to inaccurate reporting and operational failures.
- Adhere to the "one Poolwerx Way" by ensuring all invoice-related actions (creation, payment application, voiding) are performed correctly across all relevant systems to maintain data integrity.
- Maintain clear documentation of any manual adjustments made to rectify discrepancies, including screenshots, for audit and reference purposes.
Related Guides
Vital | Stored Credit Cards Overview (Link not explicitly used in the guide but related to payment processing)