Supply Vendor Invoice Reconciliation

Executive Summary

Supply Vendor Invoice Reconciliation is used to check closed supply orders against the invoices received from supply vendors. After choosing a vendor (and optionally a date range, order number or reconciliation status), the screen lists the order line items for that vendor. Staff select the items that appear on the vendor's invoice and mark them as reconciled, or reverse that by marking them unreconciled. The screen also lets staff record a new vendor invoice (vendor, invoice date, invoice number, subtotal and HST).

Key Features

List the line items of closed supply orders for a selected vendor
Filter by order date range, order ID and reconciliation status (All, Reconciled, Unreconciled)
Select one or many line items with check boxes and mark them reconciled or unreconciled in a single step
See the date and time each item was reconciled
See the cost and selling price of each item, per unit and in total
Record a new vendor invoice, with the total calculated automatically from the subtotal and HST
Only vendors whose billing method is Visit Premiums are offered

Typical Workflow

Select a vendor in Filter Vendor. Nothing is listed until a vendor is chosen.
Optionally set Order Date From, Order Date To, Filter Order ID and Reconciliation Status, then click Apply Filter.
Compare the listed items with the vendor's invoice.
Tick the check box on each item that matches the invoice, then click Mark Selected Reconciled and confirm.
If an item was marked by mistake, select it and click Mark Selected Unreconciled.
To record a vendor invoice, click Add New Invoice, complete the dialog and click Ok.

Available Permissions

The following permissions are available to be assigned to AlayaCare Roles:

Attribute	What It Controls
View	Open the page

Main Grid

The grid lists the line items of supply orders that have a status of Closed, for the selected vendor (14 rows per page). Selections are kept when you move between pages.

Column	Description
(check box)	Select the item for reconciling or unreconciling.
Order Date	Date and time the order was placed, shown in your local time zone.
Order ID	Order number.
Client	Client last name, first name.
Product ID	The vendor's product identifier.
Product	Product description.
Order Qty	Quantity ordered.
Cost	Cost per unit.
Total Cost	Quantity multiplied by cost.
Selling Price	Selling price per unit.
Total Price	Quantity multiplied by selling price.
Reconciled Date	Date and time the item was marked reconciled. Blank when it has not been reconciled.
Manage Records	Reserved column; it has no buttons.

Main Grid Filters

Filter	Purpose
Filter Vendor	Vendor whose order items are listed. Required: the grid stays empty until a vendor is selected. Only vendors billed by Visit Premiums are listed.
Order Date From	Earliest order date to include (from the start of that day).
Order Date To	Latest order date to include (to the end of that day).
Filter Order ID	Limits the list to a specific order number.
Reconciliation Status	All (default), Reconciled or Unreconciled.

Click Apply Filter to refresh the list. Use Clear Filter to reset all filters; the grid then empties until a vendor is chosen again.

Actions

Button	Description
Add New Invoice	Opens the Add New Invoice dialog.
Apply Filter	Loads the items that match the filters.
Clear Filter	Resets the filters and empties the list.
Mark Selected Reconciled	After confirmation, stamps each selected item with the current date and time as its reconciled date. Items already reconciled are left unchanged. A warning is shown if nothing is selected.
Mark Selected Unreconciled	After confirmation, clears the reconciled date on each selected item. A warning is shown if nothing is selected.
Mark Selected Reconciled (right-click a row)	Same as the button above, applied to the checked items.

Dialog Components

Add New Invoice

Opens from Add New Invoice. Records a vendor invoice with a status of Open. Click Ok to save, or close the dialog to cancel.

Field	Description
Select A Supply Vendor	Vendor that issued the invoice. Required.
Invoice Date	Date of the invoice. Defaults to today.
Invoice Number	The vendor's invoice number. Required.
Subtotal	Invoice amount before tax.
HST	Tax amount.
Total	Read-only. Subtotal plus HST.

A warning is shown if the invoice number or vendor is missing, or if the invoice could not be saved.

Dependencies

The following tables must be configured for lookups on this view to work:

Table	Description
Supply Vendors	Vendors offered in the vendor filter and the Add New Invoice dialog (only those billed by Visit Premiums).