Inquiring About P/O Reconciliations

When purchase orders accrue multiple receipts, it creates multiple generations for each purchase order. Use the Purchase Order Reconciliation Inquiry window to view all generation totals and statuses for purchases orders at a summary level and compare purchase order generation totals and line information to determine how vendor invoices should be applied or how purchase order variances should be resolved. You can review line information relating to purchase orders regardless of how many generations or payables have been created. The queue show the differences between generations and how payables have been applied to the generations. This window keeps you from having to drill into each generation and its corresponding payable.

The Purchase Order Reconciliation Inquiry window is divided into sections. The header displays open, received, and applied amounts for the current purchase order. You can apply filters to display only certain generations, payables, or check numbers if you are reviewing specific payables connected to the purchase order. The table displays further details for payables received against the currently displayed order.

ClosedClick here to see window image and explanation.

The Purchase Order Reconciliation Inquiry window displays the following:

  1. Total Header Fields - The total received, and applied monies for the purchase order.

  2. Unapplied Amount Header Field - Total amount received minus the total amount applied.

  3. Total Open Field - The total amount still open to be applied.

  4. Payable Difference - The amount left to be paid. The difference between the payable and what has been paid to date.

  5. Ship From - The ship from address for the payable. The vendor ID displays in parentheses behind the vendor name.

  6. Status Column - The status for the purchase order. If this is a direct order, this column displays either Direct or Received only.

  7. Generation ID Column - If more than one generation exists, the generation number for each payable after it has been received. A caution icon displays if the purchase order contains a variance which must be addressed through the P/O Variance Queue. A dollar sign icon displays if the disbursement has been made. A tool tip displays the check number and amount.

  8. Payable ID Column - System-assigned ID for the payable on this generation. A dollar sign displays if a check has been applied. If you hover over the icon, a tool tip displays with the check number and date it was issued.

  9. Totals Fields - Running totals for Applied Amounts and Payable Difference.

  10. Invoice Image and Packing List Columns - Displays an image icon if an invoice image for the generation is available to view. Double-click the image to display the invoice or packing list.

  11. View Manager - Switchviews the standard PO Reconciliation view or switch to a PO Variance view.

Note: Standard permissions apply when using this window. Users need COGS.EDIT and COGS.VIEW or COST.EDIT and COST.VIEW to manage information.

To inquire about P/O reconciliations:

  1. Display the purchase order for which you want to inquire about reconciliations.

  2. Click the Totals tab and from the Additional menu, select P/O Reconciliation Inquiry.

  3. Review the current payable status with the header fields. See image above.

  1. Use the Include Generation Status check boxes to indicate if you want to view Bid or Canceled generations on the purchase order.

  2. Use the following filters to limit the table display to specific payables: Generation, Payable ID, or Check Number.

Note: Use the Clear Filters button to remove any limitations on the display and start again.

  1. Use the table to review each payable processed for the purchase order:

Column

Description

Received Date

Receive date of the generation.

Status

Indicates if the payable has been received for this generation.

If the order is a direct and has not been reconciled, this column displays Direct.

Generation ID

If more than one generation exists, the generation number for each payable after it has been received.

  • A caution icon displays if the purchase order contains a variance which must be addressed through the P/O Variance Queue.

  • A dollar sign icon displays if the disbursement has been made. A tool tip displays the check number and amount.

Generation Total

Total cost for the generation.

Vendor Ext. Total

The value from the P/O Variance view in the SOE Body tab entered during A/P Entry.

Variance

The difference between the purchase order and the invoice. This is the same value displayed in the Purchase Order Variance Queue.

Payable ID

System-assigned ID for the payable on this generation.

Vendor Invoice#

The vendor-assigned invoice number for the generation.

Applied Amount

The A/P Entry received amount. This amount does not include freight, discounted amounts, or deductions.

Note:A payable can apply to more than one purchase order.

Unapplied Amount

Current amount unapplied to the generation.

Approved

A check mark displays when payable has been approved.

Apply When Received

Indicates the purchase order items have not been received into inventory but the purchase order has been reviewed and this invoice is connected to this order.

The system then displays this purchase in the Purchase Order Variance Queue with a type of Unreceived.

When the inventory has been received in the warehouse, the system moves the order to the Purchase Orders tab so you can apply the payment.

Check #

After payment, this is the check number from the most recent disbursement.

Note:A payable can have more than one disbursement.

Check Date

After payment, this is the date on the check from the most recent disbursement.

Note:A payable can have more than one disbursement.

Invoice Image

Displays an image icon if an invoice image for the generation is available to view. Double-click the image to display the invoice.

Packing List

Displays an image icon if a packing list for the generation is available to view. Double-click the image to display the packing list.

  1. To view additional details, use the following options:

To:

Do this:

Edit a payable

Right click on the table.

Select Other > Edit Payable.

Note: You must be assigned the AP.ALLOWED, Level 2 to access the payable it edit mode.

View a payable

Right click on the table.

Select Other > View Payable.

View vendor information

Right click on the table.

Select Other > Vendor Maintenance.

Display a packing list

Double-click the image in the Packing List column to display the packing list.

  1. Exit the window.