This resource is continually evolving and will be updated regularly with new information and workflows.
Below is a list of critical actions to avoid across the three systems in the new Evolution Platform. These actions can lead to data inconsistencies, financial discrepancies, and operational issues if not followed. Please review these guidelines carefully to prevent disruptions in your business operations.
| Area | Details |
|---|---|
| Chart of Account | Do not change or update Chart of Account codes in Xero. This is a standard Chart of Account used for reporting. Changes will affect the accuracy and consistency of financial reports. |
| Connections NEW 02/10 | Do not disconnect the connection between Vital and Lightspeed, or LightSpeed and Xero. This will have critical business impacts on operations and data quality. If disconnected, do not reconnect. Contact Evo Support immediately. |
| Sync buttons | Do not use the sync buttons in LightSpeed for customers or suppliers from Xero. Using these buttons will result in data duplication and inconsistencies across LightSpeed and Vital. Using these buttons is an irreversible action and incredibly difficult to fix. |
| Tracking Categories | Do not change or update the tracking categories in LightSpeed or Xero. Sales posted from LightSpeed to Xero are aggregated under one sales account. Changes to the tracking categories will lead to inaccurate revenue reporting in Xero. |
| Product Categories | Do not change, add or update product categories in LightSpeed. This is a standard list of product categories. Any changes or additions will lead to inaccurate reporting and potential data integrity issues. |
| Invoice Creation | Do not create invoices in Xero for Field or Retail sales. Processing service or retail-based transactions (cash sales or invoices) outside of intended system will lead to inaccurate financial reporting and visibility in the correct systems. |
| Invoice Status | Do not manually mark invoices as paid in Vital. Manually marking invoices as paid in Vital does not update the status in LightSpeed or Xero. This can cause discrepancies in financial records, leading to potential confusion during reconciliation. |
| Merchant Fee Surcharge | Do not turn on the merchant fee surcharge in Vital. While this is available, it will cause issues with reconciliation as the amount received will differ from the invoice amount. |
| Credit Cards | Do not charge Credit Cards over the phone. Payments processed over the phone are not protected or covered by Windcave, allowing clients to dispute the charge, and you will assume liability. |
| Merging Client Records | Do not merge client records in any system. Deduplicating/merging clients in any system will not synchronise with other systems, leading to data inconsistencies and errors in other records synchronising (invoices, payments, etc). |