Vendor Entry Batch Reconciliation Report overview

Vendor > Entry > APE Reports > APEBR

Function acronym: APEBR

Use this report to match all active invoices identified in the Vendor Entry Batch PO Costing function to received purchase orders. Matching purchase orders are automatically costed.

Caution: 
The information in this overview is valid for the character interface of the systemDistribution SX.e only. For information on updating Vendor Groups in the graphical interface, refer to the documentation on Vendor Invoice Center Entry.

When you run the Vendor Entry Batch Reconciliation Report, only those invoices with all purchase orders received are processed. If an invoice has been reversed, the costing does not update, the costing records are inactivated, and a message prints on the report.

You can run more than one Vendor Entry Batch Reconciliation job at a time. An in-use purchase order cannot be picked up by more than one Vendor Entry Batch Reconciliation job at a time.

You can use the Cost List function in Vendor Entry Batch PO Costing to specify a list of purchase orders that have not yet been received. A typical business scenario is that you received an invoice for inventory before the product was received. This is common if you and your vendors use Electronic Data Interchange (EDI) or if you have foreign vendors.

Note: If a stored report is run and a journal is open, the journal cannot be used, and no updates are performed.

Operational flow

If you are using the Cost List Matching function, use these procedures:

  1. Set up batches in Vendor Entry Batch Setup.
  2. Create the purchase order in Purchase Order Entry.
  3. Create the batch transaction in AP Batch Transaction Entry, access Cost List and specify M to match purchase orders.
  4. Update the batch in Vendor Entry Batch Update Report.
  5. Receive inventory in Purchase Receipt of Inventory Entry.
  6. Reconcile batches using the Vendor Entry Batch Reconciliation Report. During Vendor Entry Batch Update Report if the same purchase order number is listed twice for two different invoices and the total exceeds the quantity received, in Vendor Entry Batch Reconciliation (detail mode, report format 3) this message is displayed: "Same As:" plus the AP invoice number that was already listed.
  7. Run the Vendor Entry Audit Report for unreconciled transactions that require research.
Note:  Run the Vendor Entry Batch Reconciliation Report once a day, after receiving, if you are using the AP Entry Batch PO Costing Cost List Matching function regularly.

During reconciliation, these processes occur:

  • Temporary costing records created in AP Batch Transaction Entry Cost List matching and updated in Vendor Entry Batch Update are matched to purchase orders.
  • The purchase order stage is validated: Stage 5 (Received) or Stage 6 (Costed).
  • The percent and amount tolerance levels defined in APAOB are checked.
  • A list of exceptions for those invoices that are outside of the above tolerances is printed.

In Vendor Entry Batch Reconciliation Report, invoices are reconciled to receipts in several ways using the formats in option 9:

  • Format 1 (PO/Prod): the most flexible format
  • Format 2 (PO/Suffix/Ln): the least flexible format
  • Format 3 (Detail): the most commonly used format
Note:  Purchase orders that have capitalized addons at receiving and are not costed are not be closed automatically by Vendor Entry Batch Reconciliation. Because addons cannot be manually distributed in APEBT, this message appears as the last message for the invoice and you must use APEBC to cost the purchase order: 
Invoice Has Manual Capitalized Addons. Must Cost Manually

General Ledger File Updating

If you choose F10-Cost List in Vendor Entry Batch PO Costing and specified M to match purchase orders, the line information and addon and discount information from these purchase orders is stored in separate files. If the total purchase orders matched the invoice amount after running Vendor Entry Batch Update, the basic journal entry would be:

  DR CR
AP Trade Unmatched Account $100.00  
AP Control account   $100.00

If the amounts do not match, the General Ledger Distribution window is displayed during Vendor Entry Batch PO Costing so that you can specify an account to handle the difference.

The entry would be as follows:

  DR CR
AP Trade Unmatched account $100.00  
AP Expense account $10.00  
AP Control account   $110.00

After you run Vendor Entry Batch Reconciliation Report, purchase orders that met the tolerance criteria are costed, their addon and discount information is posted, and the AP Trade Unmatched account is relieved. The entry would be:

  DR CR
IC Uninvoiced Inventory $90.00  
IC Uninvoiced Addons $10.00  
AP Trade Unmatched l account   $100.00

After running Vendor Entry Batch Reconciliation Report, if there are discrepancies between the amount costed in Vendor Entry Batch PO Costing and the amount in Purchase Receipt of Inventory Entry, the difference is posted to the account number specified in the Vendor Entry Batch Reconciliation option GL Account # To Post Discrepancies or to Suspense if no account number was specified.

For example, if the amount costed in Vendor Entry Batch PO Costing is $100.00 but the amount received in Purchase Receipt of Inventory Entry is $90.00, the journal entry after Vendor Entry Batch Reconciliation Report would be:

  DR CR
IC Uninvoiced Inventory $90.00  
AP Trade Umatched account   $100.00
Acct # from Vendor Entry Batch Reconciliation or Suspense   $10.00