The Reconcile Module allows for the reconciling of purchase orders with the vendor bill for the purchase order. This is to ensure everything is accurate between what the vendor charges you and what you received. Reconciliation requires matching the line items on the PO to the line items on the vendor bill.

Location

  1. From the Main Menu navigate to Accounting > Reconcile

Tutorials

Purchasing Workflow
Multi-Currency Purchasing
Different ways to Land Costs
Reconciling before Receiving: Pro’s and CON’s
Payment Terms on Purchase Orders/Reconciles
How to complete a reconciliation of a PO with the Vendor Bill
Applying Discounts, Fees and Credits to Purchase Orders/Bills

FAQ’s

How to add Sales Tax to a Reconciliation?
Non-Billed Lines (off the bill Landed Costs)
Accounting Platform changing Conversion Rate on Bills?
Why is the cost landed not applied to the cost of the part?
How to add tariffs or freight forwarder fees to a Reconcile?
How to Reconcile a Purchase Order with Multiple Bills/Invoices?
How does a user know in LOCATE that a Reconcile/Bill was paid?
Why is the edit button no longer showing on the Reconcile Details page?
How to Reconcile Two Purchase Orders to Get One Bill in the accounting platform?
How to properly Reconcile Purchase Orders when the receipt and bill do not match?
Why is the Total Expected Cost different than the Total Billed Cost on a Reconciliation?

Pages

Ready to Reconcile – The landing page for the Reconcile module and where users create new reconciles from this view
List Detail – Where to access all existing reconciles
Details – Edit reconcile specific details
Notes – Make internal notes about a reconcile
Documents – Attach documents to the reconcile. Documents attached to the reconcile will push to the accounting platform as an attachment on the bill.
Custom – Manage reconciliation custom fields
Audit – View the audit history for this reconciliation

Actions

Note: Actions will be shown or hidden based on the order type, status, workflow, and user permissions.

Finish Reconcile – You will be prompted to acknowledge the completion of the Reconcile before it actually finishes. Finish the reconciliation to create the bill to be pushed to the accounting platform.
Copy to Transfer Order
– To copy the Purchase Order information over to a Transfer Order. Not available on Deposit type purchase orders.
Delete Reconcile
– Delete the reconcile record

Statuses

*Not Started – An old status that has since been removed, but might still exist in some instances.
In Progress – Once a reconcile is created, it will be in an in progress status.
Complete – Once a reconcile is completed, it will be in a completed status. This can not be undone.
Voided – If a reconcile gets voided, it will flip to a voided status. This can not be undone.

Reconcile Fields

Field NameField Description Field Options Field Notes
NumberThe Reconcile number The next available PO number will be auto-assignedThe reconcile number can not be manually assigned.
SiteThe site the inventory was received atWhatever site the receiver creates the receipt in, if the site assigned to the reconciliation. Only those with permissions to the site will be able to reconcile
Order (Order Number)The PO Number associated with the reconcileWill be auto-filled as reconciliations will ALWAYS be paired with a PO.There can be multiple reconciles for a PO, but not multiple PO’s on one reconcile.
Bill NumberThe bill number from the vendor billNeed to be manually added to match the physical bill received from the vendor. This can not be edited once the reconcile is complete, therefore adding the bill number, date and due date should be the first step in reconciling.
VendorThe vendor name and number associated with the POWill be auto-filled as reconciliations will ALWAYS be paired with a PO. Match the vendor name/number on the bill to the vendor name/number on the PO, as there could be multiple PO’s with the same item, but from different vendors.
Vendor SO NumberThe Vendor SO number indicated at the creation of the POThis can be updated or added to unissued PO’s only.
TermsThe Vendor terms indicated on the creation of the POThis can be updated or added to unissued PO’s only.
PriorityThe priority as indicated on the PO This can be updated or added to unissued PO’s only.
Assigned UserThe user who created/started the reconcileThis will be auto-filled based on the user who selected the option to reconcile the purchase order.If the reconcile is still in progress, this can be re-assigned to another user with permission to access this site and reconciliations.
Type The type of reconciliation depends on the action selected from the POStandard – A standard purchase order reconciliation.
Deposit – A deposit created for a purchase order that will create a vendor deposit bill to be paid in the accounting platform.
Created AtThe date and time the reconcile was created
Updated AtThe date and time the reconcile was last updated
Completed AtThe date and time the reconcile was completed
Bill DateThe bill date from the vendor billNeed to be manually added to match the physical bill received from the vendor. This can not be edited once the reconcile is complete, therefore adding the bill number, date and due date should be the first step in reconciling.
Bill Due DateThe bill due date from the vendor bill Need to be manually added to match the physical bill received from the vendor. This can not be edited once the reconcile is complete, therefore adding the bill number, date and due date should be the first step in reconciling.
NOTE: The bill due date will not autopopulate
Billed Total CostThe total of the billed lines on the reconcile
Landed Total CostThe cost that were landed on the reconcile that were either on or off the bill
PO Total CostTotal cost of all lines on the original PO
Bill BalanceThe bill balance brought back over from the accounting platformThis can only be updated by making a payment to the bill in the accounting platform.
MemoMemo to be placed on the reconcile for a variety of reasons. Must be manually enteredThe memo from the PO does not get brought over to the reconcile.
Class/CategoryIf QuickBooks Classes or Xero Categories are being used, here is where they can be assigned. Only QuickBooks Classes or Xero Categories that exist in the accounting platform that have been synced with LOCATE for use will be available.