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
- 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 Name | Field Description | Field Options | Field Notes |
| Number | The Reconcile number | The next available PO number will be auto-assigned | The reconcile number can not be manually assigned. |
| Site | The site the inventory was received at | Whatever 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 reconcile | Will 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 Number | The bill number 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. |
| Vendor | The vendor name and number associated with the PO | Will 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 Number | The Vendor SO number indicated at the creation of the PO | This can be updated or added to unissued PO’s only. | |
| Terms | The Vendor terms indicated on the creation of the PO | This can be updated or added to unissued PO’s only. | |
| Priority | The priority as indicated on the PO | This can be updated or added to unissued PO’s only. | |
| Assigned User | The user who created/started the reconcile | This 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 PO | Standard – 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 At | The date and time the reconcile was created | ||
| Updated At | The date and time the reconcile was last updated | ||
| Completed At | The date and time the reconcile was completed | ||
| Bill Date | The bill 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. |
| Bill Due Date | The 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 Cost | The total of the billed lines on the reconcile | ||
| Landed Total Cost | The cost that were landed on the reconcile that were either on or off the bill | ||
| PO Total Cost | Total cost of all lines on the original PO | ||
| Bill Balance | The bill balance brought back over from the accounting platform | This can only be updated by making a payment to the bill in the accounting platform. | |
| Memo | Memo to be placed on the reconcile for a variety of reasons. | Must be manually entered | The memo from the PO does not get brought over to the reconcile. |
| Class/Category | If 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. |