Reconcile

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General

Reconciling allows purchasers to match the amount on a bill to the amount on the purchase order.

List View

The Reconcile module contains two list views: Ready to Reconcile, and the main List View, which shows all reconciliation records.

Ready to Reconcile List View

The Ready to Reconcile List View is the first page that will be displayed when opening the Reconcile Module. This will display all purchase orders that have been listed as ready to receive, have been received either partially or in full, and for which the reconcile record has not been created.

Filters
Purchase orders that are ready to reconcile may be sorted on Purchase Order Number, Vendor, Vendor SO Number, Terms, Date Issued, and Priority by clicking the filter heading. You may filter for purchase orders that match specific criteria by typing a value in the text field or selecting an option from the drop-down list. Clicking the Clear Filters button will clear your search.

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Main List View

The Main List View may be accessed by clicking the back arrow at the top of the page in the Ready to Reconcile List View. This will display the reconciliation status of all purchase orders for which items were received.

Filters
Reconciliations may be sorted on Number, Site, Purchase Order, Vendor, Billed Cost, Landed Cost, Status, Assigned User, and Completed At by clicking the filter heading. You can filter for reconciliations that match specific criteria by typing a value in the text field or selecting an option from the drop-down list. Clicking the Clear Filters button will clear your search.
Quick Action
  • Delete Reconcile - Removes the reconcile from the list view. You cannot delete a reconcile that has been completed.

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Reconcile Profile Page

The reconcile record number will be the main sub-tab. Here, you may view the site, purchase order information, payment terms, bill information, assigned user, started date, and line items associated with the reconciliation. To edit this information, simply click Edit Reconcile. The badge to the right of the module navigation bar will indicate the reconcile record status. See the Order Statuses page for more information on how statuses are used to manage sales orders.

Site
  • The site to which the order was received will be displayed here.
Purchase Order
  • The vendor name and original purchase order number will be hyperlinked here for quick access.
Payment Terms
  • The payment term from the original purchase order will be displayed here.
Bill Number and Bill Date
  • Once the bill has been received from the vendor, you may record the bill number and date here.
Assigned User
  • The user assigned to the reconcile record will be displayed here.
Start Date
  • The start date refers to when the reconcile record was created.
Line Items
  • View the line number, line type, status, part/BOM number, part/BOM name, purchase order number, quantity billed, billed unit cost, billed total cost.
  • For more information on line items please visit the Line Items main page.
  • Below the line items, you may also view the total billed cost, total expected cost, and total landed cost.

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Complete Reconcile

Reconcile records may be created from the Reconcile module or the Purchase Orders module. If the purchase order has not had a reconcile record created, it may be found in the Ready to Reconcile list view. Otherwise, all reconcile records are found on the main list view.

From the Ready to Reconcile View

  1. To the far right of the purchase order, you may enter the bill number in the available field (if necessary).
  2. Click Reconcile.
  3. Click Edit Reconcile to enter the bill number or bill date (if necessary).
  4. If the receipt matches the bill:
    • Click Finish All to complete the reconciliation
  5. If the receipt does not match the bill:
    • Use the add line section to add landed costs or additional items that were received.
    • You may edit the existing reconcile lines by clicking Edit, next to the appropriate line item. Once done, click Save.
    • Click Finish All to complete the reconciliation.

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From the Purchase Orders Module

  1. Navigate to the profile page of the purchase order you would like to reconcile.
  2. Click Actions and select Reconcile Purchase Order.
  3. Click Edit Reconcile to enter the bill number or bill date (if necessary).
  4. If the receipt matches the bill:
    • Click Finish All to complete the reconciliation
  5. If the receipt does not match the bill:
    • Use the add line section to add landed costs or additional items that were received.
    • You may edit the existing reconcile lines by clicking Edit, next to the appropriate line item. Once done, click Save.
    • Click Finish All to complete the reconciliation.

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Delete Reconcile

Reconcile records may be deleted from the list view under the Quick Actions Menu, or:

  1. Navigate to the reconcile record you would like to delete.
  2. Click Actions, and select Delete Reconcile.
  3. When prompted, click Yes.

Reconcile records that have been completed may not be deleted.

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