Advanced Setup > Inventory Setup

Wise-Sync uses both the Warehouse : Location XRef and the Product Type : Type Xref to link transactions made against warehouses and Inventory Items. Only items which contain the valid XRefs will be mapped through to an Inventory Account through Wise-Sync.

• Warehouse: Location Xref - Must contain a Valid (and Unique) warehouse ID
• Product Type: Type Xref - Must be an "Inventory Part"

Wise-Sync uses the Warehouse Location XRef to link transactions made against warehouses specifically against the corresponding Asset Account for that warehouse in your Accounting Package. You can elect to post to either different Asset Accounts, or the same, depending on whether you wish to keep a inventory value for each warehouse (location) in ConnectWise.

Set Warehouse Xref in ConnectWise

Here's how to do it:

1. In ConnectWise, navigate to Setup Tables > Warehouse List
2. Click on Each Warehouse in the List (including the default if it is present)
3. Add a unique Warehouse ID to the Location Xref field.
4. Save each record.

In our below example, our Inventory Accounts in Xero are:

Therefore the following Location Xref's would be applied:

Set up ConnectWise - Product Part Xrefs

Wise-Sync will only post through to the Inventory Accounts and Warehouse the Inventory Parts as defined in the Product Type Table. Only items which contain the valid Xrefs "Inventory Part" will initiate a transaction against the Inventory when Brought or Sold.

Here's how to do it:

1. Navigate to Setup Tables > Product Type
2. Select from the List the items which will be defined as "Inventory Parts". These items will be processed against inventory where they are:

   a) Brought or Sold through one of the defined Warehouses.

   b) Are Not "Drop Shipped" items.

   Note: Wise-Sync will only post through to the Inventory Accounts and Warehouse the Inventory Parts as defined in the Product Type Table. Only items which contain the valid Xrefs "Inventory Part" will initiate a transaction against the Inventory when Brought or Sold.

3. Select the items from the list, which will be defined as "Inventory Parts"
4. Define the "Type Xref" as Inventory Part

Activating Inventory in Wise-Sync

Here's how to do it:

1. Log into Wise-Sync and click on the "Companies" link at the top.
2. Click on the Company that you wish to edit from those listed.
3. Click on Inventory Tab
4. Click on the "Enable COGS Inventory" checkbox, to display the remaining part of the form.
5. Select to process Inventory Transactions as either Bill or Manual Journal.
6. Enter the Transaction Prefix that will be used for "Inventory Transactions" in your accounting package. This prefix will be used for all transactions which are posted when an invoice is created for a customer, and an item contained on that invoice has been sold from Inventory.
7. Enter the Adjustment Prefix that will be used for "Inventory Adjustments" processed in ConnectWise. Adjustments that are processed will be posted to your accounting package with this prefix.
8. Enter the Adjustment Customer Name. Where the option to post Adjustments as an AP Invoice is selected (Currently Default), the customer record selected for the invoice will be as per this Customer Name. We suggest that you use your company name with (Warehouse) as per the example. This will help to identify any transactions when searching by Company in your accounting package.
9. Enter the Transfer Prefix that will be used for "Inventory Transfers" processed in ConnectWise. Transfers that are processed will be posted into your accounting package with this prefix.
10. Enter the Transfer Customer Name. This has the same implication as the Customer Name
11. Option: Select to process Inventory COGS to override account. This will process all adjustments where a COGS account is not specified to the selected account. This feature is most commonly required after an Initial Import.
12. Option: Select to process Drop Shipped inventory items through the specified Drop Ship asset account. All items processed as Drop Shipped that are Inventory Class / Type will be processed through this specific account.

    Note: Do not use the same account number as your warehouse accounts, as you will not be able to report on this separately against the Inventory Valuation reports in ConnectWise.

13. Location Xref Mapping to the Warehouse asset accounts in your accounting package. Enter the corresponding Asset Account, for each of the Warehouses Listed. If you entered the Account number into the Location Xref at Step 1 of the process, these will be displayed here making the process even easier.
14. Save your Settings, Inventory is Now Enabled in Wise-Sync

Adjustments are required to adjust the current stock levels, and valuation where there are in-balances between the Inventory Valuation report in ConnectWise and the Valuation of the Asset account in yours accounting package. There can be a variety of reasons why these account balances could be out, primarily though if due process is followed during the procurement and invoicing cycles, then all balances should be in check, providing that all stock as indicated in ConnectWise is accounted for (physically during a stock-take). Where there is an out-of-balance event, such as a stock discrepancy, an adjustment must be posted in ConnectWise.

ConnectWise provides for a number of adjustment types to affect the SoH by default, including:

• Damaged
• Missing
• Written Off

Note: Additional types can be added through the Setup Tables > Adjustment Types, to suit your business requirements.

We suggest you may also find the following useful:

• Internal Use
• Supplier Credit (RMA)

When Adjustments are posted to your accounting package, the associated offset can be posted to either an "Expense" account or other non-operating expense type account, or an asset account.

 Create GL Account Mapping for Inventory Adjustment Type

It is recommended that Adjustments be mapped at the "Inventory: Adjustment Type" to provide greater levels of reporting and audit capability. The following example shows two accounts, which will be used for expensing the adjustments applied to "Revaluations" and "Lost, Stolen or Missing" goods.

Here's how to do it:

1. Select the Account Type: Inventory Adjustment
2. Select the Table: Inventory: Adjustment Type
3. Select the Record Type
4. Enter the Account Number for your Default Warehouse
5. Enter the Non-ProductID only for the "Audit Trail Correction" Type.
6. Enter into the COGS account the Expense Account to Allocate Adjustment costs to.
7. Repeat this process for each Adjustment Type reason listed in the "Record" drop down list.

Note: Where an COGS account is not provided Wise-Sync can be configured to refer to a default Inventory Adjustment COGS account. 

No Setup is required for GL Mapping of Inventory Transfer Accounts, as the transfers in ConnectWise are to merely move the value of stock between one Asset account to Another. Wise-Sync manages the asset account for the transfer, however additional information may be required to be setup if you utilise Tracking or Class features.

Note:The following only applies if you are utilising Xero Tracking.

Create GL Mapping for Each Location.

1. Select Inventory Transfer from the Account Type List
2. Select My Company: Structure if you are mapping to the Location Level
3. Select the desired record to map to
4. Enter the appropriate Tracking Code in the Office Level

When an inventory Transfer is processed, the following transaction is affected in Xero.

Note: Inventory Transfers are posted as a $0 invoice, which cannot be edited if a batch is deleted for re-sync to your accounting package. To allow a batch to re-sync, you must edit the lines of the invoice so that it has a value > $0.

You're Done! Syncing Inventory is Easy. Once you have completed the setup of your Inventory Setup in ConnectWise and your accounting package, you are ready to start syncing.

As a reminder, the following records are created as part of the Inventory Processes

• Inventory Transactions - Created at the time of Invoice, where a "Inventory" type products is sold.
• Inventory Transfers - Created when you transfer a product from one Warehouse to another.
• Inventory Adjustments - Created when you make a Stock on Hand (or Valuation Adjustment) to your Inventory Balances.

Common Challenges when switching over to "Inventory"

Sync Inventory - Issue > COGS Is artificially inflated as items were initially purchased into inventory, Client Invoice Synced to Xero After Inventory was switched on.

Drop Ship Inventory Override:

Items that are drop shipped may still need to be treated as inventory to ensure that revenue correctly aligns to Cost of Goods Sold (COGS) based on the timing of the purchase and sale of Drop Ship. Partners that wish to defer the "COGS" to the time of sale can set the option to post Drop Shipped Items to an Inventory (Asset) account and treat them in the same manner as all Inventory Items.