Vendor Order Reconcile Screen

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.

This help topic provides detailed definitions of each field and control available in the Vendor Order Reconcile screen, grouped by screen section. Within each grouping, the listings are alphabetized. To see detailed instruction for Reconciling a Vendor Order (with or without an invoice), click HERE.

Note: Items followed by an asterisk (*) are NOT displayed when reconciling without an invoice.

Reconcile Pop-up (Not displayed if reconciling an order with a status of "Awaiting Invoice".

Actual Delivery Date – Date the order was physically received.
Continue – Opens the Reconcile screen that includes fields for data from the vendor's invoice.
Continue Without Invoice – Opens the Reconcile screen that does not include fields for data from the vendor's invoice.
Invoice Date – Date the vendor invoiced the order.
Total Invoice Value – The total value of the order, usually found at the bottom right on the vendor's invoice.
Vendor Invoice # – Number from the vendor's invoice. {Note}: Duplicate invoice numbers may or may not be allowed based on the Vendor's Pricing Rules defined in Enterprise Manager.

Order Header

Actual Delivery Date – Date the order was physically received; entered in the pop-up, can be edited here.
Check Number – If visible, enter the number of the check that was written to pay for the order. {Note}: 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.
Currency Conversion – The Currency Ratio (from Enterprise Manager) used to convert the vendor's base currency to the location's base currency.
Expected Delivery Date – Date the order was expected to arrived; entered during order creation.
Invoice Date * – Date the vendor invoiced the order; entered in the pop-up, can be edited here.
Order Date – Date the order was submitted.
Purchase Order Number – The system assigned transaction number; based on the numbering scheme defined in Enterprise Manager.
Reconcile Date – Date the order is being reconciled, which is the current date.
Reference Number – System-generated during order creation; can be edited by authorized users.
Total Invoice Value * – The total value of the order, usually found at the bottom right on the vendor's invoice.
Vendor – The name of the vendor that shipped the order.
Vendor Currency – The currency used by the vendor; assigned in the vendor's record in Enterprise Manager.
Vendor Feedback (link) – Opens the pop-up to apply one or more feedback options. {Note}: This link will be available only if feedback options have been defined and may be required based on preference settings in Enterprise Manager.
Vendor Invoice Number * – Number from the vendor's invoice; entered in the pop-up, can be edited here.

Reconcile Tab - Controls

-><- (Show/Hide Order Info) icon – Click this icon to display the transaction header and footer.
Attach Files button – Authorized users can click this to upload a file and link it to this transaction; see "Attach Files to an Order" for detailed steps.
Close button – Closes the order screen without saving changes or changing the order status.
Funnel icon – Displays the Filters pop-up, to access the screen filters and apply them as needed. Click HERE for details..
Gear icon – Displays the Order Actions pop-up, to toggle the Product Numbering (Company/Vendor) and the Primary Sort (None {default}, Category, Subcategory, or Microcategory).
Labels button – Authorized users can click this button to print labels for products on the order.
Plus icon – Displays the Add Product pop-up, to add a product to the order.
Reconcile button – Completes the reconcile process. {Note}: 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).
Save button – Saves the order without changing its status.
Substitute button – Displays the Substitution Product pop-up, to indicate an alternative product was received in place of the one ordered.

Reconcile Tab - Columns

{Note}: Some columns are hidden by default; you must toggle to display them.

"Catch Weight" – Check the box in this column to reconcile a product in inventory units rather than in vendor units.
Confirm Price – The per-unit price of the product confirmed by the vendor.
Confirm Quantity – The order quantity confirmed by the vendor.
Contract – Indicates (Y/N) whether the product is under contract with the vendor associated with this order.
Contract Price – The vendor's Bid Price effective for the actual delivery date of the product; this can only be edited by authorized users. {Note}: This can be updated with the Invoice Price if the vendor's pricing rules allow "Non Contract Items (to) Use Invoice Price Override".
Conversion – 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.
Gross Extended Value * – The total taxed value of the order, calculated as [ Invoice Extended Value + Tax Value ]
Inventory Unit – The product's Inventory Unit, from the Company Product record.
Invoice Extended Value –The total untaxed value of the order, calculated as [ Invoice Quantity x Invoice Price ] {Note}: Appears as just "Extended Value" when reconciling without an invoice.
Invoice Price * – 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}: 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.
Invoice Quantity * – 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}: 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.
Market – The market from which the vendor's price is derived.
Manufacturer # – (Optional) The manufacturer's number for the product; enter if provided.
Order Quantity – The quantity (in vendor units) of the product that was ordered.
Physical Quantity – 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.
Product Brand – (Optional) The brand name of the product; enter if provided.
Product Name – This hyperlink opens the Stock Card report for the selected product.
Product Number – This hyperlink to open a pop-up displaying the Company Product Details for that product, so you can compare received items with product specifications.
Tax Code * – (Optional) Select a code from the drop-down to apply the related tax rate to this product.
Tax Value * – The value of the related tax, based on the selected Tax Code.
Temperature – (Optional) Enter the product temperature, if provided/taken. {Note}: Based on product setup in Enterprise Manager, this entry may be required and will be highlighted red if it exceeds the specified tolerance.
Unit – The vendor's package type for the product.
Unit Price – The current per-Inventory Unit price for the product.

Allocate Tab

-><- (Show/Hide Order Info) icon – Click this icon to display the transaction header and footer.
Funnel icon – Displays the Filters pop-up, to access the screen filters and apply them as needed. Click HERE for details. {Note}: The default view for this tab is to show only products that require action so if no product rows are visible, open the filters and clear the Storage Location Required and/or Qualitative Judgment Required check boxes.
Invoice Quantity – 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}: 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.
Lot # – For lot-tracked products, users can enter or generate lot numbers. A small check box will appear in the empty column to the left of the Lot field next to each lot-tracked product. Check each box and click Generate Lot Numbers; the Lot field will be populated automatically. {Note}: Once lot numbers have been entered or products have been allocated to multiple storages, the Physical Quantity and Invoice Quantity fields for these products can no longer be edited.
Order Quantity – The quantity of the product that was ordered.
Physical Quantity – 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.
Product Number – Displays the Product Number (Company/Vendor) for that product.
Product Name – This hyperlink opens the Allocation pop-up, in which a received product can be assigned to multiple storages, qualitative judgments or lot numbers. Click HERE for more details..
Qualitative Judgment – Select an option from this drop-down to comment on the condition of a product.
Unit Price – The current per-Inventory Unit price for the product.
Storage Location– Select another option if the product is received into a storage other than its primary storage. For Cruise Warehouse: Click HERE for more details.
Traceability Lot Code (optional) – An alphanumeric entry used to uniquely identify a Traceability Lot.
Traceability Lot Code Source (optional) – The physical location where the Traceability Lot Code was assigned.

Order Footer

Actual Delivery Date – Date the order was physically received.
Freight/Shipping – Additional surcharge for the order. Select the appropriate GL account from the drop-down, then enter the related value.
GL Amount – The subtotal for each GL Account, based on the Physical Quantity of the products received.
GL Name – The name of the GL account(s) associated with the product(s) on the order.
GL Number – The number of the GL account(s) associated with the product(s) on the order.
Invoice Total (Entered) – The value entered by the user in the Reconcile pop-up. If necessary, edit this value to make Over/Short = 0.00.
Invoice Total (Calculated) = [ Sum of the Invoice Extended Values column + Tax + Freight/Shipping + Misc. 1 + Misc. 2
Misc. 1 & Misc. 2 – Additional surcharge(s) for the order. Select the appropriate GL account from the drop-down, then enter the related value.
Over/Short = [ (calculated) Invoice Total – (entered) Invoice Total ]. In order to reconcile, this must be 0.00.
Tax – Additional surcharge for the order. Select the appropriate GL account from the drop-down, then enter the related value.