PO Reconciliation View

New 07/10/2009
Purchase Order Reconciliation View displays data on the status of a specified Purchase Order.  Data is collected when the PO is created and is updated nightly.  To access the Purchase Order Reconciliation View, search for the required Purchase Order.  When the List of Orders is returned click on the Status link to view the Reconciliation screen.

Notice, on the reconciliation screen below, that all the amounts are zero - this is because the PO has just been created; nothing has happened yet, not even a nightly update.

Function Buttons:

1. ReCalc PO Amts:  Recalculate Purchase Order Amounts

• On a PO just created (i.e. above) clicking this function will update the PO Amt Ord (PO amount ordered).  

• On an existing PO (more than 1 day old) clicking this function will update the PO Amt Ord and the PO Amt Recv (PO amount received)
  
  

2. ReCalc AP Amts:  Recalculate Accounts Payable Amounts.  Function will recalculate whatever has been vouched or paid against the Purchase Order.  The following fields on the PO Recon View will be updated with this function:

• Last Receipt of material (date)

• Last Vouch (date)

• Last Paid (date)

• AP Amt Vouched - Ap amount vouched (dollar amount)

• AP Amt Paid - AP amount paid (dollar amount)

• Received vs Vouched (dollar amount) - Amount received on the PO versus AP invoices vouched in the system against the PO.
  
  Illustrated below is a PO with material received but no invoice entered through payables = received is $1.89 different from vouched.
  

• Vouched vs Paid (dollar amount) - Amount of Invoices Vouched against the PO versus what has actually been paid.  
  
  Illustrated below is a PO with material received and an unpaid invoice entered into payables = amount vouched is $1.89 and AP
  amount paid is 0, difference between vouched versus paid is $1.89.
  
   

3. ReCalc DT Cost:  Recalculate DT Cost - FOR DIRECT PO's ONLY.  Function updates

• Last Billed (date) - Date when PO items were last billed through ticket invoicing

• DT Cost Billed - Dollar amount that has been billed through ticket invoicing

• Vouched vs Billed - Amount that has been vouched through AP versus billed through ticket invoicing
  
  

As stated above, daily activity for the Purchase Order Reconciliation is updated on a nightly basis, this functionality is to be used to update the reconciliation values in real time.

** To generate a report on the Purchase Order Reconciliation go to Purchasing Reports -> PO Reconciliation Report.