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Reconciliation

The reconciliation screen answers one question for every supplier: where do you stand with them right now.

Four measures per supplier​

For each supplier that has something outstanding, the screen reports four separate amounts:

  • Received not invoiced — stock you have received but have no supplier invoice for yet. This is the goods received, not invoiced balance, shortened to GRNI.
  • Held invoices — supplier invoices that failed the three-way match and are waiting for someone to approve them.
  • Returns awaiting credit — goods sent back to a supplier where the credit note has not arrived yet. This is the goods returned, not credited balance, shortened to GRNC.
  • Unapplied prepayments — money already paid to a supplier that no invoice has drawn on yet.

Suppliers with nothing outstanding don't appear​

A supplier with all four measures at zero is left off the screen entirely. It shows what needs attention, not a row for every supplier you have ever bought from.

Ordered by how much is at stake​

Suppliers are sorted with the most exposure first — received-not-invoiced, held invoices and unapplied prepayments added together, highest first.

It is read-only​

The reconciliation screen only reports. It has no actions of its own — to do anything about what it shows, go to the invoice, the return or the prepayment itself.

The supplier statement covers the same ground, one supplier at a time​

Each supplier also has a statement PDF, in two forms:

  • Open items — the current outstanding position: received-not-invoiced value and its oldest date, held invoice count and value, returns awaiting credit count and value, and unapplied prepayment value. Received-not-invoiced is flagged when it is older than 30 days.
  • Full — a dated transaction register for the supplier, with a net total.