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How to Reconcile Unleashed and Xero



If the amount in your Stock on Hand asset in Xero is different to the stock on hand figure in Unleashed, then you can perform some steps to address this issue.


 Each step is outlined below and it is best if you follow them in order:

  1. Work out when the two values last matched. This is imperative because if they never matched then there is no way they will match after using Unleashed. Please bear in mind that for Sales journals, the Dispatch Date will be used in Xero as opposed to the Completed Date (which is what is used in Unleashed when recording the transaction). Therefore, when comparing the stock on hand value for a historical date, if the Dispatch Date differs to the Completed Date, you will not be able to reconcile. 
  2. Make sure all transactions from Unleashed are processed in Unleashed and approved in Xero. In Unleashed at the bottom of the screen you will see your failed exports and the Xero queue. What you should be seeing is 0 failed exports and nothing in the process queue. Inside Xero you will need to make sure all your Accounts Payable / Purchase drafts from Unleashed are approved.
  3. If it is not matching by now then you should run a '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.

  4. If you still cannot find what is causing the variance then you could try using the Xero Export screen to find out if everything in Unleashed has in fact been sent to Xero and approved. From this screen you can also re-export any missing transactions.

    If these steps do not help in finding the variance, then you may need to make an adjustment in Xero and monitor the balances going forward. To make sure you have the right stock figure do a stock-take in Unleashed and confirm the costs are correct. Once you have done that you can run a stock on hand enquiry and get the correct stock figure (Inventory | Stock on Hand Enquiry). You can then make the relevant changes in Xero to make them match up.

    Alternatively as a last resort, you can use the account transactions report mentioned in #3 and compare it to the Transaction Enquiry in Unleashed to see where it has differed. Depending on how many transactions you have this could be quite time intensive.


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