Invoice and payments errors can disrupt your business's financial data by preventing sales and payments from accurately syncing between systems. This guide provides a clear, step-by-step process for identifying errors in both Vital and Lightspeed, enabling you to quickly find and resolve issues before they impact your financial reporting and client records.

Overview

Within the Evolution Platform, invoices created in Vital (for service jobs) and Lightspeed (for retail sales) are designed to sync to your accounting software, Xero, for a complete picture of your business's financial activity. An error or sync failure means this data has not been transferred correctly, leading to discrepancies in your accounting, inventory, and sales reports.

Ignoring these errors can lead to:

• Inaccurate Financials - Invoices may be missing from your accounting software, leading to incorrect profit and loss statements.
• Reconciliation Issues - Payments may not be matched to the correct invoices, causing confusion in your bank reconciliation.
• Client Management Problems - Client balances in one system may not reflect the actual amount owed.

Step-by-Step Process

Follow these steps to proactively check for invoice errors in Vital and Lightspeed.

Checking for Invoice Errors in Vital

1. Log into Vital.
2. From the Dashboard, navigate to the Invoices (Operations > Invoicing > Invoices)
3. Use the External status filter to show all Not Synced invoices.
4. If needed, use the date filters to narrow down your search.
   
   • Note: If you use batch invoicing, you will see individual invoices here, as they do not sync to Lightspeed; only the batch invoice does. These will be marked with an "i" under the external column, and you can ignore these.
     

Checking for Sync Failures in Lightspeed

1. Log into Lightspeed.
2. Navigate to Sales > Sales History.
3. Click on More Filters.
4. Use the date filter to narrow down the search.
5. You will need to scroll through the list to find marked with Sync Failed.
   

Key Considerations & Best Practices

Daily Monitoring

Make it a part of your daily routine to check for errors in both Vital and Lightspeed. This proactive approach prevents errors from building up and becoming difficult to find.

Resolve Promptly

As soon as you identify an error, investigate the cause and take action to resolve it. Timely resolution ensures your financial data remains accurate.

The domino effect

Remember that a single invoice error can cause a ripple effect across multiple systems. A failed invoice sync from Vital will not only affect your accounting records in Xero but can also impact your Lightspeed sales history and inventory.

Next Steps

Once you have identified an error, you will need to take action to correct it. See our guide on Addressing Sync Errors.