Overview

You can manage and reconcile payment transactions through the PO reconciliation screen.
In this screen, you can manage POs related to Air waybills, file payments, check and modify remaining balances, upload vendor's invoices, approve invoices, and keep track of these transactions through their statuses.

Summary screen

In the summary screen section, you will manage all actions to reconcile and approve your vendor invoices. The following is an explanation of the elements that you can see on the PO Reconciliation screen:

• PO#: Purchase Order number. Also, you will see right next to the PO the Standing Order (SO#) that associates with it.
• Vendor: Name of the vendor company. You can verify the method selected to ship items in the Ship Via column and; the Carrier used.
• AWB: Air waybill associated with the Purchase Order
• Arrival date: Date for the PO items to arrive at the company's warehouse.
• Additional charges USD: Extra charges that a PO can include, such as Box charges, Freight, fuel, handling, documentation fee, among others. 
• PO total USD: Total amount of money to pay to a vendor, and the Vendor Invoice Total USD column shows the total amount of money from a vendor's invoice.
• Vendor's Invoice: Vendor invoice numbers associated with a PO. You can associate and upload a copy of the vendor's invoice that matches a PO and keep track of it through the Vendor Invoice Status into three different statuses: Pending Approval by Procurement (AP), Pending Approval by Accounting (AA), Approved (A), Paid (P), Sent to External System (ES), Failed (F), and Synchronized (S)
• Qty Boxes: Number of boxes agreed on the PO.
• Qty Conf/Received: Number of boxes confirmed (Conf) and received at the company's warehouse.
• FBE: Full Box Estimation amount.

Columns from the PO reconciliation screen

Automatic calculation

In addition to the information from the summary section, you can also see automatic calculations done directly from the PO reconciliation screen to help you with your accounting tasks:

• PO Amount USD

In this calculation, you will obtain the total amount of a Purchase Order. You can use this calculation to obtain the PO total USD by summing or calculating the difference from Additional Charges USD. 

For example, The vendor Agricola Vidarrue has a PO amount USD of 1,176.47 and Additional Charges of  150.00. This calculation gives a grand PO total of 1,326. 47. If you subtract them up (PO total USD -  Additional Charges USD), you can notice that the amount is the same obtained from PO Amount USD.

• Vendor Credits Total USD
  In this calculation, you will see the sum of credits that are associated with a Purchase order. This calculation is from the total credits inspected on the Quality Control (QC) module. 

• Balance
  This calculation displays the remaining amount to pay off an invoice. You can also obtain this calculation from the difference of the PO Total USD minus the Vendor Credits Total USD.

• For example, the vendor Agricola Vidaurre has a credit of 326.47 and a PO total of 1,326.47. Their difference is the remaining balance of the invoice (1,000) show on the following screen: