Reconciling Purchase Orders by Vendor

Use the P/O Reconciliation Queue to review unreconciled purchase orders by vendor. The queue provides filters to display the information you need to find the orders you want to review and reconcile, such as payment status, by branch or territory, or posting dates.

Note: To display your queue results at all times, add a P/O Reconciliation Queue widget to your main Solar Eclipse window. For more information, see Adding Widgets to the Widget Toolbar.

For example, you have three invoices to Benjamin Electric. You want to pay with your Visa™ credit card. You use the Credit Card Payments program and mark the Benjamin Electric invoices paid. The system creates a received purchase order for your vendor Visa™ card. The received purchase order lists the purchase orders you are paying. You call Benjamin Electric and provide the credit card information. Then, you use the P/O Reconciliation Queue to display purchase orders for Visa™ payments and change the status to reflect that payment has occurred.

Additionally, you can review statuses for receipts that have not been billed. When you run the Aged Unbilled Stock Receipts report you can compare those details and manage those receipts from the P/O Reconciliation Queue.

Note: Use the Valid P/O Payment Statusescontrol maintenance record to define which payment statuses to use in this queue.

To reconcile a purchase order by vendor:

From the A/P menu, select P/O Reconciliation Queue to display the P/O Reconciliation Queue.
In the Vendor field, select the vendor for which you want to display any unreconciled purchase orders.
Use the remaining Header fields to refine the queue's display.

Field	Description
Ship Br/Tr/All	The shipping branch or territory for which you want to display unreconciled purchase orders.
Payment Status	The current status of the payment for the purchase order. Statuses are based on entries made in the Valid P/O Payment Statusescontrol maintenance record.
P/Os With No Payment Status	Indicate if you want to include or exclude purchase orders that have no payment status.
Unbilled Stock Receipts	Indicate if you want to include or exclude unbilled stock receipts: Include - Displays all received purchase orders with our without a payable attached. Exclude - Displays received purchase orders attached to a payable. Only - Displays received purchase orders that are not attached to a payable.
Starting / Ending Posting Dates	Define the range for which you want to display unreconciled purchase orders.
Pay On Date (On or Before)	Enter a pay on date for which you want to display unreconciled reports. The pay on date is determined by the order and the queue displays all purchase orders with a pay on date on or before the date you entered.
Approved	Indicate if you want to display purchase orders that are already approved.
Batch	If you want to display purchase orders by payable batch number, enter the batch number.

Click Update to display the results.

Column	Description
Br	The shipping branch of the purchase order.
Received Date	The date material on the purchase order was received.
Vendor	The vendor who fulfilled the purchase order.
PO #	The purchase order number.
PO Total	The total amount on the purchase order.
Payment Status*	The current payment status. You can change this status, as needed, as the payment status changes.
Payable #	The internal ID for the payable, such as a check number.
Payable Total	The total amount paid by the payment method.
Batch	The payable batch number, if any.
Post Date	The date the payment posted to the account.
Pay Date	The date the payment was made to the vendor.
Totals Match	Check mark indicates the totals for the purchase order and the payable match.

* Only editable column.

Use the View Manager to create additional views, if needed, for your business needs.
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