Supplier Menu Items

Supplier Menu Items Explained

Save

Save the data.

Process Reconciliation

Process Reconciliation

Finalizes the reconciliation process:

•Marks the entries as completed

•Transfers the data to the Completed Reconciliation table

•Should only be clicked when everything is reconciled and the difference with the supplier balance is zero

Print

Print the data.

Clear Filter

If you filtered the form, the clear filter will clear it.

Open Supplier

Will open the Supplier Form.

Supplier Advice Note

(Remittance Advice)

Generates a remittance advice, which is a document sent to the supplier to indicate which invoice(s) have been paid.

•Can be printed or emailed to the supplier.

Show Normal

Displays only non-reconciled entries — the default working view for starting a new reconciliation.

Reconciled/Not Comp.

Reconciled but Not Completed.

Shows all reconciled but not yet completed entries.

Tip: Click this when starting a new reconciliation to ensure no old reconciliations are left incomplete.

All

Displays all entries — completed (RComp) and non-completed — in one view.

Initial Information Supplied by You

Before starting a supplier reconciliation, you'll need to provide some key details:

Settlement Discount & Amount

•The Settlement Discount % is pulled from the Supplier Form.

•The Settlement Discount Amount is calculated based on the Amount Payable.

•You can manually adjust the discount amount if needed.

Make Settlement Discount Entry

When you post the settlement discount:

•An entry is created in the Supplier Reconciliation Form

•It is marked as "Less: Discount not on statement"

Journal Entries Example:

Note:

If you prefer not to use the "Discount from Creditors" account, you can configure your own account under:

Account Options > Account Defaults tab

Supplier Statement Balance

Enter the Supplier Statement Balance shown on the supplier's statement.

It helps identify any differences or discrepancies between your calculated balance and the supplier's statement.

Reconcile Up To This Date

Reconcile Up To This Date

Enter the cut-off date for reconciliation.

Usually, this matches the Supplier Statement Date, unless your GRN date differs from the supplier's document date.

Supplier Statement Date

This is the date on the supplier's actual statement.

Retrieve

Click Retrieve to display only entries up to the specified statement date.

Supplier Columns

Supplier Columns Explained

Date

Purchase Date

Mod.

Module where the transaction came from. [GRV= Goods Received, SJ = Supplier Journal, SPAY = Supplier Payment, RTS = Return to Supplier]

Doc. No.

Internal document number. Click to retrieve the original document.

Audit No.

Click to show the journal entries.

Reference

Suppliers document reference

Debit

Debits is Payments and Credits received.

Credit

Amounts you owe.

Status (Reconciliation)

For each entry, choose the relevant Reconciliation Status from the dropdown box. (See options below)

Allocation Note

Note about the allocation.

Allocation By

Employee who did the allocation.

Modify Date

Date it was modified.

RComp

Completed reconciliations. Will be checked automatically after you have processed the reconciliation.

Strict Reconciliation mode will prevent you from changing the RComp. status. You almost never need to change the status and indicates serious problems.

Reconciliation Status

Reconciliation Status Explained

Reconciled

Select if the amount corresponds to the amount on the supplier statement

Less payments not credited on statement

Select if your payment does not show on the supplier statement

Pay the RTS (Return to Supplier)

Select if you do not want to deduct the RTS amount from the amount payable, thus paying the supplier

Do Not Pay the RTS

If you want to subtract the RTS amount, thus not paying the Supplier.

Less outstanding invoice

If you do not want to pay invoice

Less goods not received

If you do not want to pay invoice

Minus invoices not due know

If you do not want to pay invoice

If you do not want to pay invoice

If the entries are not applicable for this reconciliation.

Supplier Form Options and Calculations

Strict Reconciliation Mode

Strict Reconciliation Mode

Strict Reconciliation Mode should always be enabled to ensure the accuracy and integrity of your supplier reconciliations.

✓ Why Use Strict Reconciliation Mode?

•Prevents accidental processing of incorrect or incomplete reconciliations

•Ensures the difference between your balance and the supplier's balance is zero before finalizing

•Blocks the printing of a remittance advice unless the reconciliation is correct

❖Locking the Setting

To avoid accidental deactivation, use Security Setup to restrict access to this checkbox.

➢ If Strict Reconciliation Mode is turned off, no system validation will be performed, increasing the risk of errors.

Mark everything as reconciled up to: "Recon Up To this Date"

Reconcile Up To This Date is the date field at the top of the form.

The reason for this button is to mark everything as reconciled (completed up to this date). You will use this button if you did not reconcile your suppliers, say for the last year or so and you want to start reconciling from now on.

Fix Small Difference < 1

If the difference is smaller than R1 then you can select the Fix Small Difference < 1 button to automatically do a journal entry for the difference.

Calculations as done by Smart-It

Reconciliation Balance (Calculated from our balance).

Reconciliation Balance (Calculated from Your Balance)

The Reconciliation Balance represents what your system believes is payable to the supplier, based on all transactions up to the reconciliation date.

How It's Calculated

There are two ways to understand the formula:

Method 1:

Reconciliation Balance =

All credit amounts for the period  (Unreconciled or Not Due is ignored)

➕ Less Outstanding Invoices

➕ Less Goods Not Received (GRNs not matched)

➕ Minus Invoices Not Due Now

➖ Do Not Pay the RTS

Method 2 (Simplified View):

Recon Balance =

Our Balance

➖ Unreconciled Credits

➕ Unreconciled Debits (or Do Not Pay RTS)

➕ All less or minus credit amounts

Note: The goal of the reconciliation is for your calculated Reconciliation Balance to match the Supplier’s Statement Balance. Any difference should be investigated before processing.

Amount in Dispute =

Less Outstanding Invoices + Less Goods Not Received + Minus Invoices Not Due  - Do Not Pay the RTS.

Difference with supplier balance

Supplier Statement Balance - Recon Balance (calculated from our balance)  + Amount in Dispute.

If everything is correct the difference must be 0.

Please Note: The difference with supplier balance must be zero. If not, find and correct the fault. If the difference is smaller than R1 then you can select the Fix Small Difference < 1 button to automatically do a journal entry for the difference.

Our Balance on Statement Date

Is the sum of all credits minus all debits (completed and non-completed values).

If you want to compare the value on the grid with Our Balance on Statement Date, click the All button on the menu.

Amount Payable

Is the amount you must pay the supplier, also the amount used to calculate the Discount Amount.

= Supplier Balance - Less Payments Not Credited On Statement or Do Not Pay The RTS