How to reconcile Cin7 and Xero: a step-by-step guide
Struggling to reconcile Cin7 and Xero? This step-by-step guide walks you through syncing these two systems, clarifying transaction triggers, setting proper lock dates, and running a clean month-end close. Learn how to fix misalignments in sales, purchases, COGS, and inventory without relying on messy manual journals. Download checklists and tools to streamline your process and finally get your books in sync.
SYSTEMS AND SOFTWARETUTORIALS
Introduction: Cin7 and Xero misalignment causes real financial pain
1. Cin7 and Xero integration architecture: transaction trigger map
The invoice is in Xero. The stock left the warehouse. But the numbers don’t match—and you’re spending hours reconciling journals instead of closing the books. Sound familiar?
Reconciling Cin7 and Xero can feel like stitching together two different languages. One speaks operations; the other speaks accounting. But when misalignment hits, you end up with messy books, confused inventory, and hours of rework.
In this detailed guide, you’ll learn how to:
Align transaction triggers between Cin7 and Xero
Apply the right lock date strategy
Follow a monthly close SOP for Sales, Purchases, COGS, and Stock
Know when to adjust—and when to re-sync instead
Use this guide to eliminate blind spots and ensure your reporting is rock-solid every month.
How to reconcile Cin7 and Xero: a step-by-step guide
By Pierre Goldie, Co-founder & CGO @ Fiskal
Each transaction type in Cin7 triggers a specific accounting journal. Understanding these mappings is essential:
Each transaction type in Cin7 triggers a specific accounting journal. Understanding these mappings is essential:
2. The Cin7 and Xero lock date strategy to avoid sync conflicts
Lock dates prevent post-period changes that corrupt historical data. Incorrect timing is a top cause of reconciliation gaps.
Use the oldest pending PO invoice from Cin7’s “Pending POs Report” to determine your lock date.
Cin7 Lock Date: Last pending invoice date
Xero Lock Date: Match Cin7 to prevent blocked sync updates
Don’t lock too early—especially if shipments and invoicing don’t happen in the same period.
Pro Tip
3. Start from a known good reconciliation point
Think of it like restoring from a backup. Start from your last clean, fully reconciled financial year-end, then rebuild forward—month by month—to ensure long-lead POs and carryover inventory stay in sync.
4. Pre-sync cleanup: how to prepare Cin7 for monthly close
Before reconciling:
Run a Xero Sync from Cin7
Resolve sync errors (bad account codes, missing data)
Decide if lock date issues need a reopen or override
Repeat syncs until error-free or documented
Mark known, accepted issues for internal audit trail
5. How to reconcile sales between Cin7 and Xero
Use Xero’s “Find & Recode” to flag manual vs. system entries
Pull Cin7 Sales Invoices & Credit Notes
Run Cin7’s “Reconciliation with Xero” against Sales Accounts
Compare both systems’ P&L sales totals
📌 Rule: never use manual journals for sales. Re-sync instead.
6. Purchase order & supplier invoice alignment in Cin7 & Xero
Identify manual entries in Xero's inventory and direct cost accounts
Compare Cin7’s Purchase Invoices with Xero’s Payable Invoice Summary
Investigate PO receipt vs. invoice discrepancies
Check for supplier misclassification (inventory vs. overhead)
7. COGS sync: troubleshoot misalignments in Cin7 and Xero
COGS often skews due to:
Manual journal entries
PO closure errors
Unlinked inventory adjustments
Steps:
Pull P&L reports from both platforms
Compare Cin7’s “Financial Transactions Report” to Xero’s “Account Transactions Report”
Investigate discrepancies tied to stock write-offs or transfers
8. Balance sheet accuracy: stock on hand reconciliation
Use Cin7’s “Inventory Movement Summary”
Flag issues with “Financial Transactions vs. Stock on Hand Differences”
In Xero, review:
Inventory Asset
GINR / GRNI balances
Always confirm whether POs are truly open or caught in sync limbo.
9. Adjustments policy: what to fix and what to leave
Adjust only at year-end, if possible
Never exceed 2% of total inventory value
Document every adjustment
No sales via manual journals—period.
10. Final month-end close: sync, lock & archive
Run one final sync
Recheck both P&L and Balance Sheet
Save the reconciliation packet
Apply final lock dates in both systems
2. The Cin7 and Xero lock date strategy to avoid sync conflicts
Lock dates prevent post-period changes that corrupt historical data. Incorrect timing is a top cause of reconciliation gaps.
Use the oldest pending PO invoice from Cin7’s “Pending POs Report” to determine your lock date.
Don’t lock too early—especially if shipments and invoicing don’t happen in the same period.
Pro Tip
3. Start from a known good reconciliation point
Think of it like restoring from a backup. Start from your last clean, fully reconciled financial year-end, then rebuild forward—month by month—to ensure long-lead POs and carryover inventory stay in sync.
4. Pre-sync cleanup: how to prepare Cin7 for monthly close
Before reconciling:
Run a Xero Sync from Cin7
Resolve sync errors (bad account codes, missing data)
Decide if lock date issues need a reopen or override
Repeat syncs until error-free or documented
Mark known, accepted issues for internal audit trail
5. How to reconcile sales between Cin7 and Xero
Use Xero’s “Find & Recode” to flag manual vs. system entries
Pull Cin7 Sales Invoices & Credit Notes
Run Cin7’s “Reconciliation with Xero” against Sales Accounts
Compare both systems’ P&L sales totals
📌 Rule: never use manual journals for sales. Re-sync instead.
6. Purchase order & supplier invoice alignment in Cin7 & Xero
Identify manual entries in Xero's inventory and direct cost accounts
Compare Cin7’s Purchase Invoices with Xero’s Payable Invoice Summary
Investigate PO receipt vs. invoice discrepancies
Check for supplier misclassification (inventory vs. overhead)
7. COGS sync: troubleshoot misalignments in Cin7 and Xero
COGS often skews due to:
Manual journal entries
PO closure errors
Unlinked inventory adjustments
Steps:
Pull P&L reports from both platforms
Compare Cin7’s “Financial Transactions Report” to Xero’s “Account Transactions Report”
Investigate discrepancies tied to stock write-offs or transfers
8. Balance sheet accuracy: stock on hand reconciliation
Use Cin7’s “Inventory Movement Summary”
Flag issues with “Financial Transactions vs. Stock on Hand Differences”
In Xero, review:
Inventory Asset
GINR / GRNI balances
Always confirm whether POs are truly open or caught in sync limbo.
9. Adjustments policy: what to fix and what to leave
Adjust only at year-end, if possible
Never exceed 2% of total inventory value
Document every adjustment
No sales via manual journals—period.
10. Final month-end close: sync, lock & archive
Run one final sync
Recheck both P&L and Balance Sheet
Save the reconciliation packet
Apply final lock dates in both systems
Cin7 Lock Date: Last pending invoice date
Xero Lock Date: Match Cin7 to prevent blocked sync updates
Real-world outcome: operational fixes that matter
Real-world outcome: operational fixes that matter
Grab the checklist
Want this process at your fingertips each month? Download the monthly Cin7-Xero reconciliation checklist here:
Automate your close
Struggling with recurring reconciliation chaos?
Our team can help you:
Design sync-safe lock date protocols
Create auditable month-end SOPs
Fix upstream issues without journals
Book your Cin7-Xero financial audit
Book your Cin7-Xero financial audit
Written by:
Pierre Goldie, Chartered Global Management Accountant & Co-Founder at Fiskal
Specialist in eCommerce operations, financial systems, and post-implementation ERP recovery.
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