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Reconcile an Invoice

CulinarySuite has been designed to do much of the heavy lifting for you in regards to reconciling.

  • For vendors who send the invoices electronically, little work needs to be done to reconcile.

  • For other vendors who do not transmit invoices electronically, you will verify the quantity invoiced and invoice cost per unit and if required edit and enter the correct value.

1. From the left panel, click on Purchase and select Vendor Order.
2. The Vendor Order Summary screen will appear.

Important Notes:

  • When viewing the Vendor Summary screen, you will see a column named "Order Total". The order total has no bearing on the reconciliation itself. It simply shows the estimated order value when you placed the order.

  • Some vendors send invoices electronically (Sysco, Imperial, Costa, Byrne, and Garelick). You can tell the invoice has been transmitted electronically if there is an Invoice Code and an Invoice Date. Once you see the Invoice Code and Invoice Date appear on the screen, you can go into the invoice and click on the Reconcile button to post the invoice and have it appear on your Purchase Journal. Do not manually reconcile invoices for these vendors that transmit invoices electronically.

  • You have the ability to edit an invoice that has already been reconciled until it moves to the Posted status.

  • If a Sysco delivery was not received, but the electronic invoice is received, do not delete the Sysco order. Sysco will invoice us and we will receive a credit the following week. We will need the original order/invoice so that the credit can be processed against it. Please do not delete these invoices.

Reconcile an Invoice (Continued)​

  1. This screen can be filtered by any column when clicking on the filter icon. This screen loads with date order and the newer PO at the top.

  2. Review the Status column. You can reconcile if the status says "Reconcile (in blue)" and you have the invoice to be reconciled. Click on the Reconcile link which will take you to the Reconcile screen which have the products you ordered on your PO.

Note

The Total Charged field will display the value as received through the electronic invoice (if received).

  1. Fill in the EXACT invoice number from the invoice you received at the time of delivery.

  2. Tab and select the EXACT invoice date from the invoice. Note: Use the drop down calendar.

  3. Select your first item on the invoice and match the Quantity invoiced, with the Quantity on the invoice. If the Quantity is different, change the quantity to match what was received. You also have the option to change the unit pack if the unit packed delivered was different then what was ordered.

  4. Next compare the price and change the price to match the price on the invoice.

  5. Continue to do this for all items.

  6. You can add the Additional Charges/Discounts (e.g. crates, milk invoice rounding, etc.).

  7. Press the Reconcile button to complete the transaction. If successful, you will receive a message and it will take you back to the PO summary screen and the status will be updated.

Note

Take special care to enter the exact invoice number from the invoice and correct invoice date. These will be transmitted to the Accounting department and appear on the checks to the vendors. If the invoice number is incorrect we could pay the invoice multiple times, once with the incorrect and another with the correct number

If you receive an error message saying you must complete the additional charge information:

  • You must balance before you can complete the transaction

  • If you need more than one line you can click the add button, and it will add another line to be completed in the Vendor Invoice Elements category. If you add an element by mistake you can delete the line by clicking the trash can icon to remove the line.

  • You must figure out what is wrong with the invoice. Examples could be Tax, Freight, Penalty, etc.

  • At any point in the process if you click on the cancel button it will take you back to the summary screen.

Note

  • • Take care to enter the exact invoice number from the invoice and correct invoice date. These will be transmitted to accounting and appear on the checks to the vendors and if the invoice number is incorrect we could pay the invoice multiple times, once with the incorrect and another with the correct number.

  • Do NOT enter credit memos for Sysco since those come through electronically. Credits for ALL OTHER vendors can be handled.

  • DO NOT manually reconcile invoices for those vendors that electronically transmits invoices (Garelick, Byrne, Sysco, Imperial, and Costa).

Once you see the invoice code and date appear on the screen, you can go into the invoice and click on the Reconcile button to post the invoice and have it appear on your Purchase Journal.

Example 1:

Example 2:

  1. From the left panel, select the Purchase menu and click on Vendor Order. This will bring up a summary of all the Purchase Orders.
  2. For other vendors who do not transmit invoices electronically, you will verify the ‘quantity invoiced’ and ‘Invoice $/Unit’ column and if required edit and enter the correct value.

Question: Does a physical copy of the Sysco credits need to be sent to Accounting with the scanned invoices?

Answer: Yes it does. If you have submitted your purchases without these, you would have to re-send the scans to include these.

Question: Should I automatically be receiving copies of Sysco credits?

Answer: You should automatically receive physical copies of these credits to your email. If you are not receiving them automatically, please reach out to Procurement so that we can ensure that you are scheduled to receive them.

Question: How can I find out when Sysco credits are getting imported?

Answer: Sysco credits are imported daily and can be seen by checking your purchase journal. Credit memos will automatically appear.

Question: We submit our purchase journals at 12pm on Tuesday but the system does not lock last week until 11:59pm on Tuesday night, so if we reconcile invoices on Tuesday afternoon, they are still posting to the week even though we submitted the purchase journal already at noontime. Can we change the purchasing lock date to Tuesday instead of Wednesday so that when the PJ reports are submitted by the field on Tuesday noontime, the period is already locked and the data in that report is finalized?

Answer: There are several vendors which are unable to meet the deadline of submitting invoices in a timely enough manner to make an earlier lock date work for everyone. The purchasing lock will need to remain on Wednesday. If you reconcile invoices for the prior week after submitting your PJ through 11:59pm in the evening, the week is still open and those invoices will still fall into the week of the PJ you already submitted.

Reconcile Before You Run Your Purchase Journal​

Effective immediately, each week BEFORE the Purchase Journal is compiled and sent to Accounting, all FSDs must go to the Vendor Order screen to see what is open (filter for status “Reconcile” (see far right of screen)). If the invoice states “Reconcile”, that invoice still needs to reconciled or validated. Search the week dates-anything in reconcile status means that the order was submitted to the vendor and is awaiting the user to reconcile an invoice for it. Below is an example of invoices that were left open for a week.