Reconciling Purchase Orders to Invoices

After you enter all your payable invoices, reconcile the invoices to purchase orders. Reconciling your invoices to your purchase orders gives you the opportunity to compare the information, most specifically the amounts payable, between the orders and the invoices, before approving the invoice for payment. Typically, you use the default view of the A/P Entry screen to reconcile purchase orders. After you reconcile a purchase order, you cannot add a freight vendor/BOL.

If the vendor for a purchase order is changed through purchase order entry while you have the reconciled payable open in A/P Entry, you cannot save your payable updates.

Note: You cannot reconcile a purchase order for a shipment that is incomplete.

If you use Eclipse Job Management, enter the receiving information for the invoices for jobs within the Job Management application.

To reconcile a purchase order to an invoice:

From the A/P menu, select A/P Entry to display the A/P Entry screen.
In the PostDate field, the system enters the current date. If needed, change this date by entering any date within the open payables period.

Note: If you want your aging reports to show true aging from the vendor's invoice date, enter that date in this field.

In the A/P Brnch field, enter the branch for which you want to select the P/O.
In the Batch ID field, enter the batch ID number if your company uses checksum batch audit procedures. This is an optional field.
In the Ship From field, enter the vendor that shipped the products on the invoice. To display this name, type one of the following and press Enter:

All or part of the vendor's name.
The vendor's system-assigned ID number, preceded by a period.
The vendor's purchase order number.
The payable ID number.

At the prompt, select Open Invoices.

In the Inv Date field, enter the date on the invoice received from the vendor.

The system displays all the information related to the invoice that you want to reconcile in the upper portion of the screen. The system displays all of the open P/Os related to the vendor that you selected in the lower portion of the screen, with the following information:

Column	Description
Br	The branch associated with the vendor.
P/O #	The open purchase order number associated with the vendor.
S	An asterisk () indicates that this purchase order has been reconciled and selected for payment. No asterisk () indicates that this purchase order has not been selected for payment.
Rec Date	The date the purchase order was received.
Frt	Indicates whether or not the vendor is freight allowed. Y – Indicates that the vendor pays the freight. N – Indicates that the vendor bills for freight.
Freight	The freight amount on the P/O. If this P/O was shipped by a freight vendor such as UPS and the freight charges are on the freight vendor's bill of lading, then BOL is displayed in this field. Note: In A/P Entry, based on the freight setting for a vendor, if a user enters a freight amount on a P/O for a vendor and this field is flagged, the system displays a warning message. Freight terms for vendors are set up in the Vendor Freight Terms control maintenance record. For more information, see Defining Vendor Freight Terms.
PO Total	The total amount due on the P/O.

Use the Quick hot key to toggle between the default mode and the quick mode:

Default Mode – Displays all transactions based on the information entered into the A/P Entry screen.
Quick Mode – Displays transactions based on the parameters set in the Default To Quick Mode If # Of Unbilled Transactions Is Greater Than control maintenance record.

Use the Arrow keys to move the cursor to the appropriate P/O line item that you want to reconcile.

Note: If numerous pages of purchase orders exist, you can locate a specific order at any time by typing all or part of the P/O number at the current cursor position in the P/O # field. The system places the cursor at the order and selects it for reconciliation.

Do one of the following:

To reconcile the P/O, press the Spacebar. The system places an asterisk (*) in the S column.
To remove an order from reconciled status, press the Spacebar again. The system removes the asterisk (*) from the S column.

Note: You cannot change information to specific purchase order numbers to the right of the P/O# column.

After you reconcile invoices to purchase orders, you must post the payable for the check to be processed for payment. For more information, see Posting Payables.