Menu Bar Options

Save

Save your progress without finalizing.

Process Reconciliation

Click Process Reconciliation

Finalizes the reconciliation process:

•Mark 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 reconciliation data.

Clear Filter

Removes any applied filters.

Open Supplier

Open the main Supplier Form.

Supplier Advice Note

(Remittance Advice)

Print or email the remittance advice to the supplier.

Views

Views

•Show Normal – Shows unreconciled entries (default)

•Reconciled / Not Completed – Shows reconciled but not finalized items

•All – Displays all entries, including completed

Important Settings

Settlement Discount & Amount

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

Make Settlement Discount Entry

When you post the settlement discount:

•A reconciliation entry is created in the Supplier Reconciliation form

•Marked as "Less: Discount not on statement"

Journal Entries Example:

Note:

You can configure the discount account in: Account Options > Account Defaults

Supplier Statement Balance

Supplier Statement Balance

Enter the balance as per the supplier’s statement.

Used to identify discrepancies between your calculated balance and the supplier's statement balance.

Reconcile Up To This Date

Reconcile Up To This Date

Enter the cut-off date for the 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 Explained

Date

Purchase Date

Mod.

Source Module. (e'g.,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 view the journal entries.

Reference

Suppliers document reference

Debit

Debits is Payments and Credits received.

Credit

Amounts owed to the supplier

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

User who performed allocation

Modify Date

Last modification date

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 (Recommended)

•Ensures the reconciliation difference must be zero

•Prevents incorrect processing

•Blocks remittance printing if not balanced

❖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.

Fix Small Difference < 1

Fix Small Difference < 1

Automatically posts a journal entry for small differences (e.g., less than R1).

Supplier Reconciliation Calculations

Reconciliation Balance (Calculated from our balance).

Reconciliation Balance (Our 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

Amount in Dispute = Less Outstanding Invoices + Less Goods Not Received + Minus Invoices Not Due  - Do Not Pay the RTS.

Difference with supplier balance

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

Total credits minus total 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

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