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

Check Transactions

Ensure that all your individual transaction are up to date:

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

Check Xero Queue

Ensure that your Xero queue has been fully processed.  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 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-cost 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.

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 (see note above), click on See detail Cogs to break down the transactions contained in WorkGuru's journals sent to Xero.  Check the COGS journal is dated at month end to ensure all transactions have been included.