Reconcile a Vendor Order - With or Without Invoice  

When the products are delivered, the vendor order must be reconciled. When an order is reconciled, the products are added to inventory and the location product prices are updated based on the company's accounting method and the vendor's pricing rules. Each product is assigned to a category, and each category is linked to a General Ledger account.  It is these connections that allow reconciled purchases to be grouped, reported, and/or summarized by General Ledger. {Note}Closed: "Reconcile Without Invoice" will be available only if this feature has been enabled for your company.

For orders that have been electronically invoiced, several fields in the Reconcile screens cannot be edited except by authorized users, to ensure that the relevant values remain consistent with the vendor’s invoice. Electronically invoiced orders will have a status of "Invoice Received."  For electronically invoiced orders that include substitute products, see "Reconcile an Electronic Invoice with Substitutes" for more details.

 

  1. From the Purchasing menu, click Recent Vendor Orders.
  2. To find a particular order, click the Ready for Reconcile or Ready for Invoice status filter, or click the Funnel (Filters) icon to access the screen filters. (The screen can be filtered by any column.)
  3. Click the Reconcile link corresponding to the desired order. In the Reconcile Vendor Order pop up:
  1. Enter the Vendor Invoice # and Total Invoice Value.  {Note}Closed: Duplicate invoice numbers may or may not be allowed based on the Vendor's Pricing Rules defined in Enterprise Manager.
  2. Edit the Actual Delivery Date and Invoice Date, if necessary.
  3. If an invoice (electronic or paper) has not yet been received, click Continue Without Invoice. If an invoice has been received, click Continue. Use the expander link below for the option you selected to display further instructions.  {Note}Closed: "Continue Without Invoice" will be visible only if this feature has been enabled for your User Group.

 

  
  1. On the Reconcile tab:
  1. If necessary, click the Gear (Order Actions) icon to toggle the Product Numbering (Company/Vendor) or the Primary Sort (None {default}, Category, Subcategory, or Microcategory).
  2. If necessary, click the Plus (Add Product) icon to add a product to the order or click the Substitute button to indicate an alternative product.  
  3. If necessary, click the Funnel (Filters) icon to access the filters and apply them as needed.  Click HERE for details.
  4. If applicable, check the box in the "Catch Weight" column to reconcile a product in inventory units rather than in vendor units.
  5. You can click a Product Number hyperlink to open a pop-up displaying the Company Product Details for that product, so you can compare received items with product specifications.
  6. You can click a Product Name hyperlink to open the Stock Card for the selected product.
  7. If applicable, enter the Temperature, Product Brand, and/or Manufacturer #.    {Note}Closed: Columns are hidden by default; you must toggle to display them. Based on product setup in Enterprise Manager, "Temperature" may be required and will be highlighted red if it exceeds the specified tolerance.
  8. Verify the following fields against the products received, and edit if necessary:
    (Changes are saved and values are recalculated automatically.)
  • Physical Quantity – This is the quantity (in vendor units) that will be added to the location's inventory; it defaults to the Order Quantity but must be edited if the actual quantity received is different.
  • Conversion – This represents the number of inventory units in 1 vendor unit; it can be edited by authorized users if the vendor's package size has changed since the order was created.  {Note}Closed: This field can only be edited by authorized users.
  1. If any order details need to be changed and/or Vendor Feedback needs to be applied, click the -><- (Show/Hide Order Info) icon to display the transaction header and footer. If not, skip to step 8.
  2. In the transaction header:
  1. Verify the Reference Number and the the Actual Delivery Date; edit as needed.
  2. If necessary, click the Vendor Feedback link; in the pop-up, check to apply one or more feedback options, then click Save.    {Note}Closed: This link will be available only if feedback options have been defined and may be required based on preference settings in Enterprise Manager.
  3. If the Check Number field is visible, enter the number of the check that was written to pay for the order.    {Note}Closed: This field only appears if the Vendor is defined as a COD vendor in the Vendor setup screen in Enterprise Manager. Authorized users will be able to clear the corresponding check box to override this requirement.
  1. In the transaction footer, you can review the subtotals by GL Account, based on the Physical Quantity received.
  2. If one or more products need to be assigned to a different storage location, split between multiple storages, or require a Qualitative Judgment or Lot Numbers, click the Allocate tab. If not, skip this step.
  3. Authorized users can click Attach Files to upload a file and link it to this transaction; see "Attach Files to an Order" for detailed steps. If one or more files are already attached to the order, they can be viewed by clicking this button. (Users can also view attached files by clicking on an icon in the "File(s)" column on the summary screen.)
  4. Authorized users can click the Labels button to print labels for products on the order.
  5. When ready, click Save to save changes without reconciling or click Reconcile to save the changes and reconcile the order.
  6. The system will prompt with a confirmation message. Click OK to exit.  {Note}Closed: See Net-Chef FAQs for a few related questions and answers.

 

  
  1. On the Reconcile tab:
  1. If necessary, click the Gear (Order Actions) icon to toggle the Product Numbering (Company/Vendor) or the Primary Sort (None {default}, Category, Subcategory, or Microcategory).
  2. If necessary, click the Plus (Add Product) icon to add a product to the order or click the Substitute button to indicate an alternative product.  
  3. If necessary, click the Funnel (Filters) icon to access the filters and apply them as needed.  Click HERE for details.
  4. If applicable, check the box in the "Catch Weight" column to reconcile a product in inventory units rather than in vendor units.
  5. You can click a Product Number hyperlink to open a pop-up displaying the Company Product Details for that product, so you can compare received items with product specifications.
  6. You can click a Product Name hyperlink to open the Stock Card for the selected product.
  7. If applicable, enter the Temperature, Product Brand, and/or Manufacturer #.    {Note}Closed: Columns are hidden by default; you must toggle to display them. Based on product setup in Enterprise Manager, "Temperature" may be required and will be highlighted red if it exceeds the specified tolerance.
  8. If applicable, select a Tax Code from the drop-down to apply tax to this specific product.  {Note}Closed: This field can only be edited by authorized users.
  9. Verify the following fields against the vendor’s invoice and products received, and edit if necessary:
    (Changes are saved and values are recalculated automatically.)
  • Invoice Quantity – This is the quantity the vendor will charge the location for; it defaults to the Order Quantity but must be edited if the quantity on the vendor's invoice is different.  {Note}Closed: Product rows where the Invoice Quantity does not equal the Order Quantity will be highlighted yellow to enable users to identify these items more easily. This means that all products reconciled using Catch Weight will be highlighted since this process creates that discrepancy.
  • Physical Quantity – This is the quantity (in vendor units) that will be added to the location's inventory; it defaults to the Order Quantity but must be edited if the actual quantity received is different.
  • Conversion – This represents the number of inventory units in 1 vendor unit; it can be edited by authorized users if the vendor's package size has changed since the order was created.  {Note}Closed: This field can only be edited by authorized users.
  • Contract Price – This is the vendor's Bid Price effective for the actual delivery date of the product; this can only be edited by authorized users.   {Note}Closed: This can be updated with the Invoice Price if the vendor's pricing rules allow "Non Contract Items (to) Use Invoice Price Override".
  • Invoice Price – This is the price the vendor will charge the location for each Invoice Quantity; it defaults to the Contract Price but must be edited if the price on the vendor's invoice is different.  {Note}Closed: This field will be highlighted in red if reconciling at this price will change the Issue Cost by more than the percentage specified by the "Highlight Price when Invoice Price varies ____% from Issue Price" purchasing preference.
  1. If any order details need to be changed and/or Vendor Feedback or order surcharges need to be applied, click the -><- (Show/Hide Order Info) icon to display the transaction header and footer. If not, skip to step 8.
  2. In the transaction header:
  1. Verify the Reference Number and edit if necessary.
  2. Verify the Actual Delivery Date, Vendor Invoice Number, and/or Invoice Date, and edit if necessary.
  3. If necessary, click the Vendor Feedback link; in the pop-up, check to apply one or more feedback options, then click Save.    {Note}Closed: This link will be available only if feedback options have been defined and may be required based on preference settings in Enterprise Manager.
  4. If the Check Number field is visible, enter the number of the check that was written to pay for the order.    {Note}Closed: This field only appears if the Vendor is defined as a COD vendor in the Vendor setup screen in Enterprise Manager. Authorized users will be able to clear the corresponding check box to override this requirement.
  1. In the transaction footer:   {Note}Closed: The footer includes a table that displays subtotals by GL Account, based on the Physical Quantity received.
  1. To add charges for Tax, Freight/Shipping or other Misc. charges, select the appropriate General Ledger account from the drop-down, then enter the value.
  2. If necessary, edit the Invoice Total.
  3. Verify the Over/Short amount. In order to reconcile, it must be at 0.00.
  1. If one or more products need to be assigned to a different storage location, split between multiple storages, or require a Qualitative Judgment or Lot Numbers, click the Allocate tab. If not, skip this step.
  2. Authorized users can click Attach Files to upload a file and link it to this transaction; see "Attach Files to an Order" for detailed steps. If one or more files are already attached to the order, they can be viewed by clicking this button. (Users can also view attached files by clicking on an icon in the "File(s)" column on the summary screen.)
  3. Authorized users can click the Labels button to print labels for products on the order.
  4. When ready, click Save to save changes without reconciling or click Reconcile to save the changes and reconcile the order.  If the Invoice Quantity is less than the Order Quantity for any product and if user groups permissions allow, a Back Order will be created. (See"Create a Back Order" for detailed steps).
  5. The system will prompt with a confirmation message. Click OK to exit.

 

{Payment Note}Closed: If payment information has been uploaded for a reconciled transaction by a corporate user (i.e. from Accounts Payable), authorized users can click the View Payment Information button to see the payment data. Users can also click on an icon in the "Payment" column on the summary screen to view this data. This column is hidden by default.

 

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