Recommended End of Month Procedures

To keep WorkGuru in good shape and balanced with Xero, we recommend the following end of month procedure:

• Check Transactions
• Check Xero Queue
• Check Transaction Discrepancy Reports
• Check Stock on Hand (If WorkGuru inventory is enabled)

Check Transactions

Check that all your current transactions are up to date with their actuals:

• Projects - Timesheets, stock usage, purchases, credit notes and invoices.
• Production Jobs - Timesheets, stock usage, completion and purchase orders.
• Stock Sales - Dispatched and/or invoiced.
• Purchase Orders - Received and/or invoiced dates have been entered. 

Check Xero Queue

Ensure that your Xero queue has been fully processed and up to date.  The transactions will either display "up to date" or the most recent sync date.

Ensure COGS journal is up to date with the last sync date being the end of the month.  If you note any discrepancy between the stock on hand value in WorkGuru and Xero, review the starting balance in Xero and the detailed monthly COGS subsequently sent from WorkGuru.

Check Transaction Discrepancy Reports

Once the Xero transactions are up to date.  Confirm there are no transactions that have been edited post import in either WorkGuru or Xero that would cause the total to no longer match.  This will cause an imbalance in sales/purchasing reports between WorkGuru and Xero.

• Compare Purchase Orders with Xero - Displays in red any WorkGuru purchase order sent to Xero which doesn't balance.
• Compare Invoices with Xero - Displays in red any WorkGuru invoice sent to Xero which doesn't balance.

Any highlighted transactions will need to be edited in either WorkGuru or Xero to match the correct total.

Check COGS and Stock on Hand (If WorkGuru inventory is enabled)

Note: Due to the way the FIFO/perpetual inventory method works, it is recommended that stock on hand is always reconciled for the previous month, not the current.  This is due to the methods ability to update historical purchases and re-costing of corresponding COGS. It is extremely important that there are no manual journals made to the inventory account in Xero.  These WILL unbalance the WorkGuru-Xero stock on hand value.

Ensure all WorkGuru COGS have been updated before attempting to balance stock on hand with Xero.

Click See Detailed COGS and check if there is any differences in value between the Change in Stock Value Sent to Accounting and Change in Stock Value in WorkGuru. If there are, click Resend to Xero to update the COGS journal in Xero to match WorkGuru.

Use the Stock Levels at Date report (Reports -> Stock).  Select the end of the previous month in the End Date field.

Confirm the total stock value for the previous month with the equivalent value in the designated inventory account in Xero.   If there are any large variances, you can investigate in detail what may be causing this issue, usually related either with purchasing invoicing and receiving dates or backdating COGS.

It is extremely important that there are no manual journals made to the inventory account in Xero to 'Fix' discrepancies.  These WILL unbalance the WorkGuru-Xero stock on hand value.