Sync sales with Xero

Sync sales with Xero

Sales include sale orders, invoices, payments, and more. Learn how each part of a sale syncs to or from Xero, and how to customize Xero settings that affect sale synchronization.

Prerequisites

Sync sales from Cin7 Core to Xero

Sync sale quotes and orders

Neither sale quotes nor sale orders are synced from Cin7 Core to Xero.

Sync prepayments

Prepayments or customer credits in Cin7 Core are synced to Xero and your prepayment account, but are not associated with a specific sales invoice or customer. This requires a customer credit account that can accept payments.

When a customer credit is applied to a sale quote, it is synced to Xero as Money received to the customer credit account.

Cin7 Core keeps the record of how much each customer has paid for which invoice. When the sale is completed, the prepayment amount can be applied as payment.

Sync sale invoices

Sale invoices must be authorized to sync from Cin7 Core to Xero. Sale invoice sync may fail if associated products or customers have not successfully synced.

You have the option to consolidate sale invoices on export or turn off sale invoice sync for each of your sales channels.

Export field mapping

Cin7 Core field Xero field
General fields
Customer name Contact name
Invoice number Invoice number
Customer reference Reference
Xero invoice status

Status
Invoice date Date
Invoice due date Due date
Customer currency Currency code
Currency conversion rate Currency rate
Line items
Product code Item code
Name, Comment Description
Price (after discount) UnitAmount
Account code Account code
Tax rule Tax type
Total Line amount
Tax inclusive / exclusive Line amount types
Invoice ID Invoice ID
Tracking category See Tracking categories

Sync sale payments

Invoice must successfully sync before payment can be synced. If invoice sync is skipped or failed, a linked payment will not sync.

Cin7 Core takes the due payment amount from invoices in Xero and exports payments funtil the invoice is fully paid. Payments are consolidated based on the invoice ID in Xero, type of transaction (payment or refund), and account code. Overpayments do not export to Xero or download to Cin7 Core.

You have the option to consolidate sale payments on export or turn off sale payment sync for each of your sales channels.

Sync COGS

Sale COGS are exported to Xero as manual journals. Cin7 Core automatically creates COGS transactions whenever a sale shipment is authorized and these will export to Xero the next time sync is triggered.

You have the option to consolidate sale COGS on export or turn off sale COGS sync for each of your sales channels.

Sync sale attachments

Sale attachments are optionally exported from Cin7 Core to Xero with associated authotized sale invoices.Export attachments to Xero must be turned on in your Xero settings.

  • Not all attachments are supported. For example, while PDFs are supported, emails are not.

  • All existing attachments for a sale are exported to Xero on your next sync if the sale invoice authorization. If the sale invoice is unauthorized, attachments are exported on the next sync after authorization.

  • New attachments for a sale are exported to Xero on the next sync if the sale invoice is authorized. If the sale invoice is unauthorized, attachments are exported on the next sync after authorization.

  • When a new advanced sale is created with several invoices and several attributed attachments, the attachments are exported to each invoice in Xero.

  • Consolidated sale invoices include all attachments from consolidated sales.

  • Once you have exported an attachment to Xero, deleting the attachment in either system will not delete the attachment in the other system. You must delete attachments manually in Cin7 Core and Xero.

Sync sale invoices from Cin7 Core to Xero

Invoices authorized in Xero are optionally downloaded to Cin7 Core. Load invoices from Xero must be turned on in your Xero settings.

Sale invoices are downloaded to Cin7 Core as a sale order with authorized order and invoice. You can select if the pick, pack, and, ship stages are authorized automatically or manually in your Xero settings.

FAQ

Why is my invoice not syncing?

Invoices must be authorized to sync, and any dependent items (products, customers) must sync to Xero before the invoice can successfully sync.

Why is my overpayment not syncing?

Overpayments are not supported in Cin7 Core. An overpayment in Xero will not download to Cin7 Core. You can either record the overpayment in Xero only, or apply the overpayment as a customer credit in Cin7 Core.

Can I edit or delete a payment after syncing?

We recommend deleting a payment on both platforms, adding the new payment, then syncing again to make changes to payments.

Why can I see duplicate payments?

There are scenarios where you can accidentally create duplicate payments. For example, someone applies payment in Cin7 Core and before it syncs to Xero, someone else processes the payment in Xero. Cin7 Core stops these errors from happening by treating identical payments (payments for the same amount, on the same invoice, on the same day) as duplicates and removes them automatically.

Another cause of duplicate payments can be when your Cin7 Core account is connected both to Xero and to another eCommerce channel. When payments will be pulled from the eCommerce channel and payments are also applied in Xero and pulled to Cin7 Core, this can cause duplicates in Cin7 Core.

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