It's crucial to follow these essential actions to ensure the smooth operation of your business within the Evolution Platform.
Adhering to these guidelines will help maintain accurate data, prevent errors, and avoid disruptions in your workflow.
| Area | Action & Impact | Resource/s |
|---|---|---|
| Marketing Territory Assignment | Ensure that your pool addresses are complete and accurate. Incorrect addresses may result in sales being assigned to your default Marketing Territory (MT). | Marketing Territory (MT) mapping will now assign sales automatically by a reference table based on suburb, postcode, and transaction type. |
| Register Closures | Close each register, including service or van outlets, at the end of each day. Failure to close each register will result in COGs not being recognised in Xero, causing discrepancies in financial records and affecting daily reconciliation and cash flow tracking. | |
| Suppliers | Create suppliers in LightSpeed first. Suppliers created in Xero do not sync to LightSpeed, while LightSpeed suppliers sync to Xero when a purchase order is progressed to a bill. | |
| Supplier bill due dates | Update supplier bill due dates in Xero after the bill is created from LightSpeed. Failure to do so may result in premature bill payments, affecting cash flow projections. | |
| Clients | Create clients in Vital first. Vital offers comprehensive duplication detection, address functionality, and classification. Vital clients sync in real-time to LightSpeed, avoiding delays and potential duplicates. | |
| Products Inactivation's | Perform product inactivation's in both LightSpeed and Vital. Not doing so will lead to discrepancies in product availability and may result in invoice sync failures. | |
| Inventory Adjustments | Manually enter stocktake or other adjustments (e.g., write-offs) into Xero as journal entries. Failing to do so will result in discrepancies in inventory and financial reporting. | Integrations | Lightspeed/Xero - Inventory & COGS calculations |
| POS transactions | Create all retail transactions in LightSpeed only. Processing retail-based transactions (cash sales or invoices) outside of LightSpeed will lead to inaccurate financial reporting and visibility in the correct systems. | |
| Service transactions | Create all service invoices in Vital only. Processing service-based transactions (cash sales or invoices) outside of Vital will lead to inaccurate financial reporting and visibility in the correct systems. | |
| Applying credits or partial payments | Initiate invoices requiring credits or partial payments in the correct system and sync them to Xero for application. After syncing, apply the credits or partial payments in Xero and email the invoice from Xero. Credits and partial payments do not update the outstanding amount in LightSpeed or Vital, leading to potential confusion, errors in payment tracking, and reconciliation issues. | |
| Voiding Invoices | Void invoices in all three systems: Vital (delete), LightSpeed, and Xero. Not voiding in all three systems will lead to reconciliation issues, inventory discrepancies, and reporting errors. | Vital Lightspeed Xero | Editing and Voiding of invoices |
| Charging CCs on File | Process credit card payments before issuing an invoice. If payment is not processed before sending the invoice, the job will need to be reopened, the invoice reprocessed, and the previous invoice voided in all systems. | Vital | Stored credit cards overview |