Purchase Order Reconciliation

Modified on Fri, 1 Aug at 12:49 PM

The Purchase Order Reconciliation report shows whether the dollar value of received inventory matches the original purchase order amount within a specified date range.

Things to know:

The ability to access this report is governed by the "Accessing Reports" access control settings
The report is useful to identify discrepancies between what was ordered and what was received
Discrepancies may result from:
- Receiving fewer or more items than ordered
- Manual edits to the PO after receipt
The data displayed in the report depends on how the filters are configured. Here's how the filters affect what is shown:
- No Data Displayed:
- If no purchases were made at the selected location within the chosen date range, the report will display no data.
- Date Range, Date and Status Filters Work Together:
- The results depend on the date range filter (e.g., Ordered, Completed), the date filter (i.e., the selected dates), and the status filter (e.g., Ordered, Completed).
- Example: If the date filter is set from July 15, 2025, to July 29, 2025:
- If no purchase orders were placed during that time but some were completed within that period:
- With date range filter set to "Completed" and status filter set to "Ordered", the report will show purchase orders completed during the date range, even if they were ordered earlier.
- If you then change the status filter to "Completed", the report will show only purchase orders that were both ordered and completed within the selected date range.
- If you change the date range filter to "Ordered", and no orders were placed during that time, the report will show no data.
- Example 2: If the date filter is set from July 25, 2025, to August 1, 2025:
- When the date range filter is set to "Ordered" and the status filter is set to "Cancelled", the report will display only the purchase orders that were both ordered and cancelled within that date range.
- If you change the date range filter to "Completed" while keeping the status filter set to "Cancelled", the report will display all purchase orders cancelled within that date range, regardless of when they were ordered.

To access this report:

Navigate to Dashboard
Select the Reports tab
Under the Point of Sale section, select the Purchase Order Reconciliation report

Once the report opens, you can filter by location, the date range for ordered and completed, and the specific date period. Once you have selected your filters, click on the UPDATE button to generate the desired data.

Report Filters

Filter	Description
Location	The location where the purchase order was placed Accounts with One Location: No location filter is shown Accounts with Multiple Locations: The location filter allows you to view data for a specific location or all locations within that account
Date Range	Order: The date range for ordered but not completed purchase order reconciliations. Completed: The date range for completed purchase order reconciliations.
Date	The date range the adjustments were made
Status	The status of purchase orders. By default, the report is filtered to show purchase orders with a "Completed" status; however, you can change it to other purchase order statuses such as "Checking In," etc.

Report Columns

Column	Description
Ordered	The date the purchase order was ordered
Completed	The date the purchase order was completed
Location	The location where the purchase order was placed
Vendor	The vendor associated with the purchase order
PO #	The purchase order number
Invoice #	The invoice number for the purchase order
Ordered Total	The total dollar value for the Purchased Order made
Received Total	The total Purchase Order dollar value received