Run an operator settlement
This is for the facility operator. A settlement period is your own record of what the rounding on commingled counts cost each brand tenant over a stretch of time — see operator settlement periods for what it is and what it deliberately isn't.
Two things to know first
Only an organisation that operates a site can open a period. Yessort checks that your organisation holds a live operator membership somewhere before it will let you create one, and the check is across your whole organisation rather than at any one site. The picker offers you only organisations that pass it and that you hold inventory update permission on — if the organisation you expected isn't listed, it's one of those two.
The lines are worked out once, at the moment you create the draft. A commingled count published afterwards is not picked up by that period, ever — there's no refresh, no top-up and no re-run. And because a period is judged on the date each count was published, not the date it was started, the safe order of work is to get the counts published first and choose your dates afterwards.
Open a draft
- Select Settlements in the sidebar.
- Select New settlement.
- If you belong to more than one organisation that operates a site, pick which one under Operator org. With only one, there's nothing to choose.
- Set Period start and Period end. Both dates are inclusive, so a count published on the end date is in scope.
- Add anything worth recording under Notes (optional).
- Select Create draft.
Yessort works out the money and takes you straight to the period, with its lines already listed. Periods can't overlap for the same operator organisation — if you pick dates that run into an existing one, you'll be told so and given the dates of the period that's in the way.
Check the lines
Each line names one brand tenant and carries a signed amount. Positive means that tenant booked less loss than its exact share and owes you; negative means you owe it. The Kind column reads shrinkage_rounding on every line, because that's the only kind Yessort writes. The Notes cell identifies the count each line came from and shows the residue and unit cost behind the figure.
There's no total on the page, and no way to edit or remove a line. If a period isn't right, the answer is to finalise or leave it and open a new one over different dates.
An empty period isn't necessarily a mistake — a period with no counts in it, or whose counts split into exact whole units, or whose residues came to less than half a penny in your organisation's default currency, legitimately produces nothing. A count whose whole variance you attributed to known causes produces nothing either: attributed units enter each tenant's fair share at face value and attract no rounding true-up. Bear in mind too that a tenant with no variant on the counted shared anchor, or no weighted average cost against it, is left out silently.
Finalise it
Select Finalise.
This locks the totals in. A finalised period can't be reopened or edited, and no further lines can be added to it.
Finalising records the balance and posts nothing to Xero. No invoice, no bill, no journal, no credit note. No tenant is charged and no tenant is notified — brand tenants can't see the record at all. What you have is a figure to take to them and settle however you already settle with them.
Mark it paid
Once you and the tenants have actually squared up, come back to the period and select Mark as paid.
This is a record that the period is closed out on your side, and it's the end of the road: a paid period can't be changed or reopened.