Using The Stock Reconciliation Report

Feature Overview

The Stock Reconciliation Report functions similarly to a bank reconciliation. It identifies, isolates, and explains variances between the stock movement valuations recorded in WorkGuru and the corresponding balance changes within Xero's general ledger for a specific calendar month.

The core purpose of this report is to answer the fundamental user question: "For a chosen month, why do WorkGuru and Xero disagree on the value of stock movements?"

The report can be found here: https://app.workguru.io/App/Xero under Sync Data with Xero

Prerequisites & Access Controls

Permissions

• Required System Permission: Pages.Tenant.Accounting (labeled as Accounting in the user interface).

• Users without this explicit permission cannot access or view this page.

Required Settings & Status

• Active Xero Connection: If the connection is broken or expired, the report will still run, but Xero data fields will display as "Not available."

• Mapped Stock Account: The Stock On Hand asset account code must be correctly specified within the WorkGuru Accounting Settings. The report reads the general ledger balances directly from this specific account destination.

Running a Reconciliation

Step-By-Step Execution

1. Select the Period Start date (the first day of the target month).

2. Select the Period End date (the last day of the target month).

3. Click Run Reconciliation. The page will refresh to populate the metrics below the date selectors.

System Default: If no dates are manually selected upon loading, the report automatically populates the fields with the dates of the previous complete calendar month (the standard month-end reporting window).

The Summary Card

The top card displays three core metrics comparing activity over the designated period:

Category Breakdown Table

This table breaks down the macro comparison into the four operational categories of stock movement. It allows users to quickly isolate which functional area is generating a variance.

The Gap Explanation (The Waterfall Chart)

The Waterfall module acts as the core diagnostics engine of the report. It starts with the Raw Gap and applies sequential adjustments based on known discrepancy rules until it reaches the final Unexplained Gap.

Table Layout and Columns

• #: The step sequence.

• Step: The system rule name.

• Description: Plain-language definition of the variance cause.

• Impact on Gap:

  • A plus sign (+) indicates the cause makes the WorkGuru valuation higher than Xero.

  • A minus sign (−) indicates the cause makes the Xero valuation higher than WorkGuru.

• Remaining Gap: The running total of variance left unexplained after the current step is applied.

• Unexplained Gap (Final Row): Highlights Green if resolved down to near-zero, and Red if an unresolved variance remains.
  UI Shortcut: The rows in this table are fully interactive. Clicking a specific step automatically scrolls the user down to the corresponding transaction ledger and expands it.
  

Operational Breakdown: The 8 Discrepancy Sections

These detail sections only appear if the system identifies transaction data matching the discrepancy criteria. Each section lists the exact source documents, values, and contextual columns. If no discrepancies are found across all categories, a generic "No discrepancies found" banner appears instead.

1. Timing Differences

• The Cause: Occurs when WorkGuru and Xero record the same transaction in different months. WorkGuru assigns the valuation change to the physical movement date; Xero assigns it to the Supplier Invoice Date.

• Support Note: This represents standard accounting timing differences, not data corruption. The variance naturally balances out in the subsequent month.

• Columns: Source, Document #, Product, Movement Date, Invoice Date, Value

2. Manual Xero Journals

• The Cause: Manual journal entries posted directly within Xero against the mapped Stock On Hand account that did not originate from WorkGuru. WorkGuru has no visibility over external general ledger edits, creating a baseline mismatch.

• Columns: Journal ID, Date, Narration, Amount

3. Deleted Stock Adjustments in WG (Sent to Accounting)

• The Cause: An inventory adjustment was successfully processed and transmitted to Xero, but was subsequently deleted inside WorkGuru during the reporting window. The asset value remains in Xero but no longer exists in WorkGuru's history. (Note: Skipped adjustments are ignored by this rule).

• Columns: ID, Name, Reason, Effective date, Sent date, Deleted date, Value

4. Deleted in Xero

• The Cause: WorkGuru successfully pushed a stock adjustment or stocktake journal to Xero, but an administrative user later deleted or voided that journal inside Xero. WorkGuru still counts the valuation, while Xero no longer reflects it.

• Columns: Source, Document #, Xero Journal ID, Value

5. Updated Supplier Invoices

• The Cause: Purchase Orders where the inventory receipt valuation inside WorkGuru doesn't match the final bill line items in Xero. This usually occurs when a user modifies the supplier bill inside Xero (e.g., adding freight or correcting unit costs) post-synchronization without matching the edit in WorkGuru.

• Columns: PO Number, WG Amount, Xero Amount, Difference

6. Credit Note Discrepancies

• The Cause: Supplier or customer credit notes where the valuation applied within WorkGuru diverges from the final financial transaction line values processed inside Xero.

• Columns: Type, Credit Note #, WG Amount, Xero Amount, Difference

7. Stock Take Value Drift

• The Cause: Mismatches between the physical stocktake value calculated by WorkGuru and the corresponding journal balance synced to Xero. This happens when a product's base cost is updated in WorkGuru after the historical stocktake was already finalized and locked in Xero.

• Columns: Stock Take, Effective Date, WG Value, Xero Journal, Difference

8. Cost Override Discrepancies

• The Cause: Flagged instances where a staff member manually bypassed WorkGuru's automated inventory costing math (FIFO, batch, or serial tracking) and entered a manual override cost during a stock adjustment. This section quantifies the variance between the user-defined cost and the system-calculated cost.

• Columns: Adjustment, Product, Tracking, Qty, User Cost, Calc Cost, Unit Diff, Total Diff, Date

Recommended Troubleshooting Workflow

When guiding a client through a month-end reconciliation variance, follow these chronological steps:

Internal FAQ / Support Diagnostics

• Why are all Xero figures showing as "Not Available"?

  The api connection between WorkGuru and Xero is unauthenticated, expired, or disconnected. Verify the connection health and ensure the Stock asset account code remains mapped within the WorkGuru general accounting configurations.

• Is there any risk of data loss or balance changes when running this report?

  No. The Stock Reconciliation Report is an entirely read-only investigative tool. It does not generate journal adjustments, modify inventory balances, or write data back to either system.

• A customer is concerned about a Red Gap variance of less than $0.10. How should we advise?

  The system hard-stops green matching parameters at precisely $0.01. Small variances under ten cents are typically caused by multi-decimal floating-point or rounding differences between WorkGuru's operational inventory modules and Xero's tax ledger modules. Advise the client that these minimal variances are rarely worth active transaction-level auditing.

• The Waterfall report terminates with an active "Unexplained Gap". What does this mean?

  This implies the variance is being generated by a structural anomaly outside of the eight standard transaction rules (such as deep structural alterations to historical lines directly inside the Xero general ledger). These issues should be escalated to a senior bookkeeping or accounting contact who can execute a line-by-line comparison of the Xero general ledger audit log.