If the amount in your Stock on Hand asset in Xero is different from the stock on hand figure in Unleashed, then you can perform some steps to investigate and resolve the discrepancies.
Check for Variances with Xero
Determine when Unleashed's Total Stock Value last matched Xero's Stock on Hand account. This is imperative because if they never matched, then there is no way they will match after using Unleashed.
Review the Manage Xero Queue page to see if there are any transactions that have failed to export. You should be seeing Xero Export Queue: 0 and 0 Failed Export(s) if there are no failed or outstanding exports.
In Xero, ensure all invoices, journals and bills to pay are in an Approved status.
Go to Integration > Integration Store > Xero > Export Data and ensure all transactions have successfully exported to Xero since the Stock on Hand values last matched. Use the tabs available to review the sync per transaction type. Select the Reconcile Transactions button to update the Export Data tab with the latest Xero totals and Variances.
If the Export Data tab is showing a Variance, use the Variance column to identify the individual transactions causing the variance. Open the transaction in Xero to review and determine if amendments have been made to the transaction in Xero directly, and adjust as necessary. Any amendments made to a transaction in Xero does not sync back to update Unleashed to match. It is advised not to make any amendments to transactions in Xero unless absolutely necessary.
Run an Account Transactions report inside Xero for your Stock on Hand account. Every single transaction being made to this account should be from Unleashed so anything being posted from elsewhere will cause a variance. The report can be found under All Reports in Xero.
In Unleashed, go to Reports > Inventory > Transaction Enquiry and select Run. The report provides a breakdown per product per transaction of the stock value that's been adjusted and should align with the journals in Xero's Account Transactions report. Depending on how many transactions you have, this could be quite time-intensive.
If the above steps do not help in finding the variance, you may need to make a manual adjustment in Xero and monitor the balances going forward.
🤓 Tip: To make sure you have the right stock value in Unleashed, complete a Stock Count and use a Stock on Hand Enquiry to confirm your products have an accurate Average Landed Cost, and Total Stock Value.
Reconcile with Xero
From the main menu, go to Integration > Integration Store > Xero
Click on Export Data tab
Select the transaction tab you want to review, e.g., Invoices.
Set a date range.
Click Reconcile Transactions. A notification will appear in the top menu bar to confirm when the reconciliation has completed.
Refresh the page.
Reset the date range as previously selected.
Review any transactions that show a non-zero value in the Variance column.
Review any transactions that do not show an Xero hyperlink in the View column
Select Export to manually re-attempt exporting the transaction
🤓 Tip: It is recommended that the above reconciliation process is completed every 1-2 weeks to efficiently keep on track for your end-of-month processes and manage corrections effectively.
Reconcile the receipted stock in assemblies
When the Use Receipted Stock In Assemblies setting is enabled in your Company Settings, it can lead to variances within the Xero Integration when the component product's Stock on Hand reduces to zero before it's Purchase Order is completed. How the Use Receipted Stock In Assemblies functions with the Xero integration is described in the following workflow:
Purchase Order receipted:
A Purchase Order is created and Receipted
The SOH (Stock on Hand) and ALC (Average Landed Cost) for these products are updated, and the Stock On Hand account in Xero is automatically updated accordingly
Assembly completed:
The component products from the receipted Purchase Order are removed from the source warehouse's SOH and used to complete the assembly.
The receipted component product's SOH is now zero.
Additional Costs on the Purchase Order:
Additional Costs are added to the receipted Purchase Order.
The component product is recosted with the Additional Costs, but its ALC is not recalculated whilst there's zero SOH.
Xero Integration:
A Purchase Order Recost Journal is sent to Xero, including the Additional Costs.
This creates a variance as the PO's value increase is now showing in Xero, but the product's SOH value in Unleashed is unchanged.
Important: It is essential to monitor these variances and ensure accurate financial reporting across both platforms.
To reconcile these variances, you can either:
Create a manual adjustment in Xero's SOH account to match Unleashed.
Complete a Stock Revaluation to match Xero's value and delete the subsequently created adjustment journal in Xero.