Consolidate transactions for Xero
Cin7 Core allows monthly and daily consolidation of invoices, payments, and COGS for your connected sales channels. This helps to avoid processing limitations from Xero. You can also decide on how other journals and money tasks are consolidated.
Important information
Cin7 Core will consolidate up to 500 lines for your consolidated invoice. If you have more than 500 products/invoice lines, Cin7 Core will create multiple consolidation invoices. For example, an invoice with 510 lines will be consolidated into two invoices. Invoice 1 with 500 items and Invoice 2 with 10 items.
Product reference data will always be synced to Xero regardless of consolidation settings. Customer contact data can be optionally synced to Xero.
Cin7 Core will consolidate sales invoices and credit notes with different exchange rates. The average exchange rate for all the transactions over the consolidated period will be used for the consolidated invoice or credit note.
Supplier deposits can't be consolidated. Customer credits will be consolidated as payments if used to make payments for sale invoices, or consolidated as money tasks if used as prepayment or created via a refund.
If customer credits were used to make payments for sale invoices, these transactions will be created as payments.
If you create money credits through a refund in sale or prepayment, these transactions will be created as money tasks.
Cin7 Core does not support consolidating purchase invoices, service purchases, purchase credit notes and payments related to purchases.
(Amazon users only) If Xero sync mode on Amazon setup is Sync individual sales, sales from Amazon can still be consolidated from Xero integration. If Xero sync mode on Amazon setup is Consolidate as settlement report, this will take priority over the Xero consolidation settings. Please see Handling Amazon Settlement Fees and Charges and Xero and Amazon for more information.
Enable consolidation
You need to enable consolidation on export before you can see any other consolidation options.
Select Integrations from the main menu, then Xero.
Go to Sync options.
Enable Consolidate transactions. You will then see more options to consolidate your transactions.
Select your Sync type for each different sales channel and transaction type.
When you sync a consolidated invoice/payment to Xero, you can't:
edit invoice/payment
delete invoice/payment lines
edit additional charges lines
delete additional charges lines
You can:
Add new payment
Change invoice memo
This is applicable across simple sale, advanced sale, service sale and credit notes.
Consolidated documents are exported to Xero on synchronization with the name format "SO-<Date>/<Month>-<ShopType>(<ShopName>)-<UniqueNumberForThisDateShopTypeAndShopName>". E.g.: "SO-2019/04/26-Shopify(MyShop)-1".
Sales channel sync type
You can decide how Cin7 Core will consolidate Invoices (sales and credit notes), COGS, and Payments per sales channel.
No sync
Transactions will be visible in your sync history, but marked as Skipped.Individual
No consolidation, this is the default export setting for all sales channels and transaction types.Daily consolidate
Consolidate transactions with the same date. Daily consolidation will consolidate when the sync is executed for that specific day. In the case of more transactions occurring on the same day after the sync and consolidation, these will be consolidated into another document for the same day.Monthly consolidate
Consolidate transactions in the same month. Monthly consolidation will not sync any consolidated documents to Xero until it is the end of the current month. Auto and manual sync will continue to sync any other related transaction data that does not fall within the consolidation settings.
If you choose either Daily consolidate or Monthly consolidate, Cin7 Core will join all transactions from that sales channel and type (e.g. payment) into a single transaction. Cin7 Core will consolidate:
Invoices (sales and credit notes) with the same date/month, currency, tax inclusive/exclusive indicator and store.
COGS with the same date/month.
Payments with the same date/month, currency, account.
The payment consolidation period can't be greater than the sale invoice consolidation period.
Once consolidated payment transactions have been synced with Xero, you will not be able to make any changes to documents or sales.
Consolidation settings
After choosing your Sync type for each sales channel and transaction type, you can continue setting up your Xero consolidation.
Group transactions
Select a grouping mode to summarize transactions for reconciliation. You must have selected Daily consolidation or Monthly consolidation for at least one Sales channel and Invoice transaction type.
By account: All sales (products, services and additional charges) are grouped into a single invoice line item and single credit note line item based on the account, unit price equals the total invoice value of consolidated invoice/credit notes for the period.
By products and services: Sale invoice and credit note lines during the consolidation period are grouped according to the product or service SKU (additional charges will have their own SKU line).
By product category: Sale invoice and credit note lines are grouped according to product categories. A single invoice/credit note is created for the consolidation period consolidating all transactions and grouping the invoice/credit note total by product category. Additional charges will displayed on a separate line.
By Xero tracking category: This grouping option requires Xero tracking categories. If a transaction has a tracking category, it will be grouped into an invoice line for that tracking category. Transactions that do not have a tracking category will be consolidated under a generic line item All sales - Products or All sales - Services.
Export all customers
Product reference data and supplier contact details will always be exported to Xero with any consolidation method. You can choose if you would like to also export customer contact details.
Enable Sync customer contacts to sync contact details related to customer contacts. Disable to use a single contact, Cin7 Core sales consolidation, for all consolidated sales exported to Xero.
Other journals
You can choose how you want to consolidate journals: No consolidation, Daily consolidation, or Monthly consolidation.You can control how COGS are consolidated with the Sales channel sync type. All other journal entries with the same currency, date/month, are exported to Xero as a single journal entry for the consolidation period. (purchase manual journals, assembly journals, etc.).
Money tasks
You can choose how you want to consolidate money tasks (send money, receive money): No consolidation, Daily consolidation, or Monthly consolidation.
All money tasks with the same bank account code, date, and tax inclusive/exclusive status are exported to Xero as a single entry for the consolidation period. Cin7 Core does not export money task reference data to Xero for consolidated money tasks.
If you select Daily consolidation or Monthly consolidation you can decide on the Money tasks type:
- Only receive money: Groups all receive money tasks into a single money task. Spent money tasks will be synced separately without consolidation.
Only spent money: Groups all spent money tasks into a single money task. Receive money tasks will be synced separately without consolidation.
Consolidate receive and spent money tasks: Groups all receive money tasks into a single received money tasks and all spent money tasks into a single spent money task.
View and export consolidated transactions
View all consolidated transactions (sale invoice, sale credit note, sale invoice payment, sale credit note refund, COGS (invoice), COGS (credit note), sale manual journal, journal) with the corresponding consolidated transaction number in Xero. Non-consolidated transactions are not shown here, but can be viewed in the Xero sync history. Failed, skipped, or pending consolidation items are not shown on this page.
Select Integrations from the main menu, then Xero.
Select Sync options.
Click View consolidated transactions. You must enable Consolidate transactions to see this option.
Look for a specific transaction record by typing either the record's document number in Cin7 Core or consolidated number in Xero of the following items in the Search bar. Transactions can also be filtered according to transaction type.
You can click any of the column names on the page to automatically sort the sales records in ascending or descending order. If applicable, click the navigation buttons at the bottom to navigate between pages. Click Export to export this filtered view as a .csv file.