RECONCILE PURCHASE ORDERS
Use this screen to reconcile purchasing, receiving, and vouchered data. The purchase order (PO) line stores quantity and amount information for receipts, inspections (accepted and rejected [pay, replace, and credit]), and vouchers (vouchered and posted). The receipt line stores quantity and amount information for inspections (accepted and rejected [pay, replace, and credit]) and vouchers (vouchered and posted). This utility will read through all of the purchase order vouchers, vendor returns, inspections, and receipts to verify (and fix if incorrect) those same values on the purchase order line and receipt line.
For a subcontract PO line, Costpoint will use the value of the Completed Work Amount and Stored Materials Amount as the basis to check for inconsistencies in the value of related fields. The reconciliation process will synchronize all fields based on these values from the latest progress payment request/status update. Existing incremental values of completed work, stored materials, and retention amounts for individual progress payment requests made against the subcontract PO via status updates are not reconciled by this process.
Contact Deltek Materials Support before running this screen.
Location
Identification
Use the fields in this block to create a new parameter ID or to retrieve
a previously saved parameter ID. A parameter ID represents a set of screen
selection parameters. After you have saved a parameter ID and its related
parameters, you can retrieve them using Query.
You can use the retrieved parameters to produce reports and run processes
more efficiently and with greater consistency. The saved parameters are
also useful and necessary when you want to run the process as part of
a batch job. Many users save a unique set of parameters for each different
way they run a report or process. When you select a previously saved parameter
ID or parameter description, the associated saved screen selection parameters
automatically display as selection defaults. The page setup and print
options are also included in the saved parameter ID if there are any.
You can change any of the associated selection defaults as necessary.
Parameter ID
Enter, or click 
to select, a parameter
ID of up to 15 alphanumeric characters. Choose characters for your parameter
ID that help identify the type of selections you made in the screen, such
as PERIOD or QUARTERLY.
When you save your record, all the selections made in the screen are
stored with the parameter ID. Later, you can retrieve the parameter using
Query.
You can use the parameter to run the process more efficiently because
you can select the parameter ID with its previously defined screen selections.
After the default selections display in the screen, you can override the
defaults.
Description
Enter, or click to select, a parameter
description of up to 30 alphanumeric characters.
Selection Ranges
Purchase Order
Option
Select the range of purchase orders to be reconciled from the drop-down list. The values are:
-
All
-
One
-
Range
-
From Beginning
-
To End
Start
Enter, or click 
to select, the purchase order ID that will be the starting point of the purchase orders to be reconciled.
End
Enter, or click to select, the purchase order ID that will be the ending point of the purchase orders to be reconciled.
PO Header Order Date
Option
Select the range of order dates to be reconciled from the drop-down list. The values are:
-
All
-
One
-
Range
-
From Beginning
-
To End
Start
Enter, or click 
to select, the order date that will be the starting point of the purchase order header date to be reconciled.
End
Enter, or click to select, the order date that will be the ending point of the purchase order header date to be reconciled.
Options
Use this group box to select the types of purchase orders to reconcile.
PO Types
Select the type of purchase orders to reconcile from the drop-down list. The values are:
-
Standard POs and Blanket Releases - Select this option to reconcile purchase orders and release orders.
-
Blanket Purchase Orders - Select this option to reconcile blanket orders.
-
Subcontract Retainage POs - Select this option to reconcile subcontract retainage purchase orders.
-
GFM/GFE Orders - Select this option to reconcile Government Furnished Material (GFM) or Government Furnished Equipment (GFE) purchase orders.
-
Subcontractor Agreement POs and Releases - Select this option to reconcile subcontractor agreement purchase orders and releases.
-
Subcontractor Agreement Blanket POs - Select this option to reconcile subcontractor agreement blanket purchase orders.
Reconcile Vouchered and GL Posted Amounts
Select this check box to have the vouchered and posted quantity and amount fields reconciled on the purchase order line and receipt line. If you clear this check box, the vouchered and posted quantity and amount fields on the purchase order line and receipt line will not be reconciled.
Do NOT select this check box if you have converted data from Deltek System1 or uploaded purchasing data without converting/uploading PO Voucher History data. Please contact Deltek Material Management Support if you have questions.
Override Purchase Order Close Date
Select this check box to have the purchase order close date overridden with the most recent receipt date. If you clear this check box, the close date will be updated only with the receipt date if the close date is empty. If the purchase order has not been received and the status is S (System Closed), the close date will be updated with the invoice date of the PO voucher.
Reconcile Purchase Orders
Click 
to reconcile the purchase orders and update the Costpoint Purchasing and Receiving tables according to the selection criteria.