Vendor Entry Batch Reconciliation Report ranges and options

Ranges

See Reports - Ranges overview.

Options

Posting Date

This date is assigned to the General Ledger activity and costing activity records when this report is run in the update mode.

Period

This period is assigned to the General Ledger activity and costing activity records when this report is run in the update mode.

Update? (If NO then Report List)

Select No to print a list of matches. The system does not update files and General Ledger accounts.

Select Yes to update all files and accounts during this Vendor Entry Batch Reconciliation Report run.

Override Quantity Tolerance?

Select Yes to override the quantity tolerances specified in SA Administrator Options-Vendors-Receiving. This instructs the system to cost the purchase order regardless of a quantity discrepancy, as long as the record and purchase order stage are valid, and the line amount and invoice amount tolerances are met if you decide not to override those tolerances as well.

Select No to accept the tolerances and prevent costing of purchase orders not within the tolerances.

Override Line Amount Tolerance?

Select Yes to override the line tolerances specified in SA Administrator Options-Vendors-Receiving. This costs the purchase order regardless of a line amount discrepancy, as long as the record and purchase order stage are valid, and the quantity and invoice amount tolerance criteria are met if you decide not to override those tolerances as well.

Select No to accept the tolerances and prevent costing of purchase orders not within the tolerances.

Override Invoice Amount Tolerance?

Select Yes to override the invoice tolerances specified in SA Administrator Options-Vendors-Receiving. This costs the purchase order regardless of a invoice amount discrepancy, as long as the record and purchase order stage are valid, and the quantity and line amount tolerance criteria are met if you decide not to override those tolerances as well.

Select No to accept the tolerances and prevent costing of purchase orders not within the tolerances.

Override Invoice Proof Out Of Balance?

Select Yes to override this check and reconcile the invoices.

When matching was performed, if there was a proof and the proof was posted, the invoice and purchase order are considered to be out of balance.

Select No and out-of-balance invoices will not reconcile and this message is displayed on the report under each transaction that does not balance:

 Invoice Amount Not Equal To PO Amount, Manually Review

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GL Account # To Post Discrepancies

Specify a full General Ledger account number with delimiters to which discrepancies are to be posted if costing and receiving amounts do not match.

Note: If no account number is specified here or the number specified is invalid, any discrepancies that occur when the Vendor Entry Batch Reconciliation Report is run will be posted to a suspense account. In a divisionalized company, the difference is posted to the suspense account for the invoice’s division.

Error messages may be included on a Vendor Entry Batch Reconciliation Report.

Format 1 (PO/Prod) 2 (PO/Suffix/Line) 3 (Detail)

This option determines the type of matching algorithm to use for batch reconciliation based on the format selected and the quantity tolerances established in SA Administrator Options-Vendors-Receiving.

Format 1 is the most flexible. It compares the quantities on the invoice to the quantities on the PO. First, an attempt is made to match the PO number, PO suffix and line number. If the invoice quantity is higher, other suffixes are searched for the same PO, or other line items on the same PO with the same product number. You should only use Format 1 if your vendor combines several line items for the same product.

Format 2 is a stricter format. The quantities on the invoices must match the quantities on the receipt (less the tolerance amounts and percentages in SA Administrator Options-Vendors-Receiving) for the exact PO number, PO suffix, and line number.

Format 3 provides more information on the report. First a match is attempted on the PO number, PO suffix, and line number. If the invoice quantity is higher, other suffixes are searched for the same purchase order. Detail is printed on the invoice’s quantity received, invoice amount, receipt amount, along with any error messages. If you use this format, you should set the If 3, Print In Detail option to No so the detail is not printed the first time the report is run.

If an invoice does not reconcile automatically, you can rerun the Vendor Entry Batch Reconciliation Report for that specific vendor and invoice and set the If 3, Print In Detail option to Yes. This prints the detail to provide more information as to why the purchase order did not reconcile. The exceptions for the invoice may be slightly outside of your tolerances set in SA Administrator Options, and you may need to override one or two of them. Or, you might find the exceptions to be too great and you will need to reconcile manually in Vendor Entry Batch Costing Report in the character interface system.

If you set up the Vendor Entry Batch Reconciliation Report to run as a stored report, select one format and do not change it. If you run multiple stored reports with the ranges open for different formats, the results can be detrimental. If you have invoices that don’t reconcile automatically, you can adjust the formats for the individual vendor and invoice ranges when you select No to the Update option.

If 3, Print In Detail?

If you specified Format 3, use this option to indicate if you want to see line detail for all the invoices included in the report. Otherwise, select No for this option.

If you find problems with invoices on the report, you can run the Vendor Entry Batch Reconciliation Report again for only that invoice and select Yes to see which lines have problems. If you select Yes, the result could be a lengthy report if you do not limit the number of invoices to be viewed in detail.

If 3, Use (R)cv or (M)tch to Cost?

If you specified Format 3, use this option to indicate which cost should be used when you cost purchase orders.

Specify R to Cost to use the purchase order line item cost last updated during the receiving process to cost the lines.

Specify M to use the cost entered in Vendor Entry Batch Transactions-Cost List Matching to cost lines (APEBT <F10> Cost List Matching).