This guide outlines the current known system limitations of the Evolution Platform.
Known Limitations
| Area | Details |
|---|---|
| User Management | Users access is managed separately for each system. |
| Client-Pool Unlinking | You cannot unlink clients from pools that have had water tests. Update: a warning will be given if you unlink a client from a pool with water tests. |
| Serial Number Transfer | Serial numbers recorded before a sale cannot transferred between outlets. They must be deleted and re-added against the correct outlet. |
| Serial Numbers Sync | Serial numbers do not sync with Vital or Xero. |
| Batching Invoicing Posting | Batch invoicing will post to the outlet assigned to the first user in the User Mappings table. This is typically the Pooltrackr Support User, which may cause invoices to be assigned to the wrong outlet if not adjusted. |
| Invoicing Inventory | Inventory is only deducted when an invoice is posted to LightSpeed. This means that Vital quotes and invoices sitting in the batch queue do not decrease inventory. Vital quotes and invoices in the batch queue do not decrease inventory, potentially leading to discrepancies in inventory levels while awaiting final or batch invoice creation. |
| Error Handling; Invoice sync | Regularly check for any invoice syncing errors. If invoices fail to sync between system, there will be inconsistencies in sales reporting and revenue. |
| Error Handling; Register Closures | Ensure that the each register closure successfully syncs with Xero. Failure to do can result in discrepancies in financial records, affecting daily reconciliation and cash flow tracking. |
| Credit Cards Storage | Credit cards on file are stored and used exclusively in Vital. They cannot be charged in Xero or LightSpeed. |
| Credit Cards for Batch/Split Invoicing | Credit cards on file cannot currently be charged for split or batch invoices. Payments must be processed manually or via bank transfer, which can lead to inefficiencies and delays in payment. |
| Account Balances | Account balances in Xero and LightSpeed are not aligned due to prepayments and overpayments not being reflected in LightSpeed. Store credit is not visible in Xero where client statements are sent. |
| Automatic Invoice Reminders | Invoices from Vital and LightSpeed must be manually marked as “sent” in Xero to trigger automated reminders. Invoices not marked as “sent” will not prompt reminders, potentially leading to delayed payments. |
| Quote Deposit Invoices | Quote deposit invoices will be posted to the outlet assigned to the first user in the User Mappings table. This is typically the Pooltrackr Support User, which may cause invoices to be assigned to the wrong outlet if not adjusted. |
| Reporting | There is no overarching reporting to identify and resolve exceptions between systems. Each system has its own reporting, but a consolidated report is not yet available, making exception handling more complex. Refer to this article for investigating differences in sales reporting. |
| Voiding Payments | Voiding payments against an invoice in Xero does not sync to LightSpeed or Vital. |
| In-field Water Test Visibility | Water tests are visible on the pool record but do not appear in the 'water test history' tab in the Portal. To view in-field water tests on the Portal, navigate to the pool record > Water Test tab. |
| Completed Vital Job Task Visibility | When reopening a completed job on the app, tasks are not visible. To view the completed tasks, refer to the job on the Portal. |
Hitting a blocker outside these?
If you have come across a process or action that limits you and isn't listed above, please let us know at evolution@poolwerx.com.au.
Backlog
All of these limitations are on our backlog (list of enhancements) for the Platform. We work closely with vendors on our backlog, alongside theirs, to prioritise items and build out a roadmap. While we do not control what vendors develop, we provide feedback, advocate for business impacts, and highlight the importance of fixes.