How to reconcile PO and purchases

n the Sprintsuite platform once you have marked a Purchase order as approved this automatically sends a request to the supplier to ship the item as well as send an invoice for payment.

When you have marked the goods as received, you can then process the invoice for payment.

Click on the Pending bills tab in the Reconciliation section.

To upload a bill / invoice manually click Upload bill tab.

Click on the purchase order number drop list to search the invoice/bill details and lodge against the correct PO.

Add the amount excluding GST, then upload a copy of the invoice and press Submit.

This will automatically take you back to the Finalize Bills Tab, 

You can then scroll to find if your PO has matched the bill invoice supplied by the purchaser. You can filter your purchases by using keywords/phrases/bill number or description, or by billable company, suppliers and PO number.

If the bill is highlighted Green this means the information matches and can be Approved from here by pressing the approve button. This will then send the invoice through to your integrated accounting software for payment.

If a bill has been uploaded and is more than the purchase order sent the bill will be highlighted in red.

You can Approve this with Variation, Approve with Credit Note, Reject or Destroy.

If a bill has been uploaded and is less than the purchase order sent to the supplier the bill will be highlighted in red.

You will have the option of Partially Approve (and wait for a subsequent bill from the supplier to be allocated against the rest of the PO), Reject or Destroy.

In what situation would i request an approval with variation to a bill and how is it actioned?

If an extra item was supplied you can approve the invoice with a variation.

In the Finalize bills section, find the bill and click approve with variation, click on  

Fill in the details of the extra item supplied or the additional GST amount that has not been added and press send for approval.

The PO approver will receive a Task in their Tasks screen like the below.