Posted Additional Charge Entries Reconciliation

Reconcile posted additional charge entries to source documents.

This feature lets you reconcile your posted additional charges to make sure you are always on top of the elements of costs posted to the G/L and Value Entries. Two options are available, manual reconciliation and Purchase Invoice reconciliation.

See also Distribution Costs Management and Additional Document Charges to fully understand Bevica additional charge functionality.

Prerequisites

Ability to create and manage sales and purchase documents.

Knowledge of Item charges and their posting setup.

Distribution Costs Management extension installed.

Distribution Costs Connector extension installed.

Document Additional Charges set up.

Manual Reconciliation

When posted, additional charges can be reconciled in the Posted Additional Charges List. This list has fields to help you flag which ones have been invoiced.

Field	Note
Reconciled	a checkbox
Reconciliation Reference	a free text field to enter information such as Invoice No.

From the Posted Additional Charge Entries page you can select to Edit List and:

• Mark a single entry as 'Reconciled' and, optionally, add a 'Reconciliation Reference'.
• Select multiple entries and use the ribbon function under Process, Reconcile Selected.
• Use 'Edit in Excel' to update the 'Reconciled' and 'Reconciliation Reference' fields (note you can only update these fields).

If there is material discrepancy between the expected amount posted and the real invoiced amount, this can be fixed manually by revaluing each positive Item Ledger Entry. See Item Charge Revaluation Journal & Managing Discrepancies below.

Purchase Invoice Reconciliation

Where additional charges have been posted with a Vendor No. they can be reconciled via a Purchase Invoice. There are two options for selecting the lines to apply to the invoice. In 'Actions' then 'Functions' you will see Get Posted Add. Charge Lines to Reconcile which will combine multiple item charges from one document into one line per charge. Or Get Posted Add. Charge Entries to Reconcile which will create a separate line for each Additional Charge entry. For example, if a freight item charge has been split across 5 items on a purchase order, Get Posted Add. Charge Lines to Reconcile will show 1 line for the total freight, and Get Posted Add. Charge Entries to Reconcile will show 5 lines. Where the 'Entries' function has been used each line will carry its original dimensions from the additional charge and apply this at line level on the purchase invoice.

Using one of the 'Get Lines' functions lets you link the purchase invoice from the vendor to the expected charges posted against the original document.

Item Charge Setup Required

Populate the Reconciliation G/L Account field. This is used on the vendor's purchase invoice line.

Processing Document Additional Charges

Before posting a document, make sure any Additional Charges you want to reconcile has on it the Vendor No. and is in the currency you expect the vendor's invoice to be issued. Once posted, the Posted Additional Charge Entries and Posted Add. Charge Reconciliation Lines pages hold the values to be reconciled.

Creating the Purchase Invoice

When the Purchase Invoice from the Vendor is created, rather than creating lines independently, select Actions, Functions, Get Posted Add. Charge Lines to Reconcile or Get Posted Add. Charge Entries to Reconcile. This will display unreconciled Posted Additional Charge Summary lines filtered on Vendor No. and Currency.

Select the lines that match the Vendors invoice. Fields like Document No. and Item Charge No. can be used to find the correct lines. You can change the cost on the purchase invoice line if it is different. On posting the Purchase Invoice the following lines on the linked Posted Add. Charge Reconciliation Lines are updated:

• Reconciled
• Reconciled Amount this is the LCY value of the amount on the purchase invoice line.
• Recon. Document No. displays the posted purchase invoice number.
• Reconciliation Reference this is populated with the Vendors Invoice No.

Posted Additional Charge Entries are also updated with some of these references.

Posted Add. Charge Reconciliation Lines

You can monitor this page for any differences between the additional charge amount posted as part of the purchase order, and the amount reconciled on the purchase invoice. If you use either the Get Posted Add. Charge Lines to Reconcile or Get Posted Add. Charge Entries to Reconcile function you can compare these two fields to see if there is a difference between what was accrued and what was invoiced.

• Document Item Charge Total (LCY) is the amount in base currency that was accrued
• Reconciled Amount (LCY) is the LCY amount that was posted against the purchase invoice from the supplier

You can use the Item Charge Revaluation Journal to revalue the item charge amount on the receipted stock if there is a significant difference between what you accrued and what was invoiced. This revalued amount will flow through to cost of sales when the item is sold.

Item Charge Revaluation Journal and Managing Discrepancies

The Item Charge Revaluation Journal works in a similar way to the Item Revaluation Journals but it lets you modify the amount posted against an Item Ledger Entry and Item Charge No, i.e. when a purchase order was posted with an Additional Charge for Freight.

• Navigate to Item Charge Revaluation Journals and select the appropriate Batch Name.

Field	Note
Posting Date	Default to today's date.
Document No.	If not populated, enter a meaningful reference
Item Charge No.	Set the Item Charge No. you want to post a cost against.
Apply Item Charge to Type	Select the Item Ledger Entry Type, this is used to filter the Apply Item Charge to Entry No. lookup.
Apply Item Charge to Entry No.	Select the specific Item Ledger Entry you want to modify. Entering a value in this field populates other related fields on the journal line.
Amount	Modify this field to make an adjustment to the already posted Item Charge Amount. The Value Entry Amount (Revalued) field is updated to reflect the result of posting the journal line. By default, the field is populated with a 100% reversal amount.
External Document No.	This is populated from the Item Ledger Entry but can be changed if necessary.
Invoiced Quantity	Displays, for information, the Item Ledger Entry Invoiced Quantity.
Value Entry Amount (Calculated)	Displays, for information, the amount already posted against the Item Ledger Entry and Item Charge No.
Value Entry Amount (Revalued)	Displays, for information, the result of posting the journal line given the Value Entry Amount (Calculated) and Amount values.

Cost amounts posted against positive Item Ledger Entries (i.e. goods in) are positive, cost amounts posted against negative Item Ledger Entries (i.e. goods out) are negative.

Note

Journal lines are created and posted against individual Item Ledger Entries. This means that if an item charge was posted against multiple lines on a document, i.e. sales delivery cost across an entire sales order, multiple journal lines must be created and posted.

Managing Reconciliation Discrepancies

The Purchase Invoice reconciliation process does not manage discrepancies automatically.

Purchase Invoice line amount can be amended manually (but no automatic adjustment is posted), or extra adjustment line(s) added to correctly set the document totals. Then, if necessary, use the Item Charge Revaluation journal to impact stock values.