PBI Reconcile - Related Setup

Typically, Purchase by Invoice is a one-step process, meaning that when a transaction is entered, it is completed once it is saved and is immediately reflected in Purchasing reports. However, in some cases many Purchase by Invoice transactions (e.g. for rent, utilities, services, licenses, etc.) are imported via the Crunchtime Data Pump (CDP) for a location by corporate headquarters, since they are conducted by corporate on behalf of the location.

In these cases, in Enterprise Manager corporate users can institute a two-step process for Net-Chef Purchase By Invoice transactions so that location managers can see them and have to reconcile them before they affect the company's financial statements.

Location Details: “Purchase by Invoice Reconcile is Necessary”

This preference is available on the PBI Vendors tab. If this check box is not checked, then Purchase By Invoice remains a one-step process. If this box is checked, a separate step is required to reconcile Purchase by Invoice transactions. When this preference is in effect, all Purchase by Invoice transactions created in Net-Chef by users who are not allowed to reconcile will be saved with the status of "Awaiting Reconcile", as will all transactions imported via the CDP.

Note: When a new location is created, the setting for this control is inherited from the same control on Purchasing tab in the Preferences screen.

User Groups

The following user group controls are related to Purchase By Invoice reconcile.

NC-Daily Store Tasks – Purchase by Invoice: When a "create" user also has permission to reconcile (with or without modifications), invoices created by this user are reconciled automatically.
NC-Other Store Tasks – View/Edit Recent Purchase by Invoice: Only users that are also allowed to create and reconcile (with or without modifications) will be allowed to edit transactions that they did not create.
NC-Purchase by Invoice – Cancel: Only users that are also allowed to create and reconcile (with modifications) will be allowed to cancel reconciled transactions that they did not create.
NC-Purchase by Invoice – Reconcile with modifications: Allows users to reconcile (or edit reconciled) Purchase by Invoice transactions and make changes prior to reconciling.
NC-Purchase by Invoice – Reconcile without modifications: Allows users to reconcile (or access reconciled) Purchase by Invoice transactions that they created, without making any changes.