Reconcile an Invoice

Based on location-specific settings in Enterprise Manager, Purchase by Invoice transactions may have to be reconciled separately after having been created or imported. Authorized Net-Chef users can reconcile Purchase by Invoice transactions and based on user security settings may be allowed to make changes, attach files to the invoice, or create a new invoice after reconciling.

When the Entry User also has permission to reconcile, invoices created by this user are reconciled automatically.
Other reconcile users may or may not be allowed to make changes while reconciling.
Both the Entry User and other users require additional permissions in order to attach files to the invoice. For other users, this also applies to creating a new invoice after reconciling.

Users without the ability to reconcile will not see the "Reconcile" link on the summary screen. An Entry User with the ability to reconcile will only see the "Reconcile" link for invoices entered by other users. See "PBI Reconcile - Related Setup" for more details.

From the Purchasing menu, click Recent Purchase By Invoices.
To find a particular order, click the Funnel (Filters) icon to access the screen filters.

Note: Users can click any of the column headers to sort by the data in that column.

Click the Reconcile link corresponding to the order to be reconciled.
Authorized users can click the Attachments button to upload a file and link it to this transaction, or to view attached files. (See"Attach Files to an Invoice" for more details. Users can also view attached files by clicking on an icon in the "File(s)" column on the summary screen)
Make any other necessary changes, as allowed based on user security settings.
If the Accrual box is checked, the invoice will remain open into the next post period, so that other purchases/charges can be accrued against it. (When a final invoice is received from the vendor, this check box must be cleared for the order to be closed.
To enter another transaction without reviewing or printing, click Reconcile and Create New. If there are no more transactions to enter, click Reconcile.
In the confirmation message click OK.
To download and print a copy of the transaction, click the Printer (Export) icon.
When finished, click the X (Close) icon.