RECONCILE PURCHASE ORDERS

Use this screen to reconcile purchasing, receiving, and vouchered data. The purchase order 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, the system 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 will not be reconciled by this process.

Contact Deltek Materials Management Support before running this screen.

Select Purchase Order

Use the fields in this group box to select which purchase orders to reconcile.

Range Option

Use this drop-down box to select the range of purchase orders to be reconciled. The system-defined selections are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."

From

Enter, or use Lookup to select, the purchase order ID that will be the starting point of the purchase orders to be reconciled.

To

Enter, or use Lookup to select, the purchase order ID that will be the ending point of the purchase orders to be reconciled.

Select PO Header Order Date

Use the fields in this group box to select which purchase order header dates to reconcile.

Range Option

Use the drop-down box to select the range of order dates to be reconciled. The system-defined selections are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."

From

Enter the order date that will be the starting point of the purchase order header date to be reconciled.

To

Enter the order date that will be the ending point of the purchase order header date to be reconciled.

Select PO Types

Use this group box to select the types of purchase orders to be reconciled.

Standard POs and Blanket Releases

Select this radio button to reconcile purchase orders and release orders.

Blanket Purchase Orders

Select this radio button to reconcile blanket orders.

Subcontract POs

Select this radio button to reconcile subcontract purchase orders.

All Types

Select this radio button to reconcile purchase orders, blanket orders, release orders and subcontract POs.

Reconcile Vouchered and GL Posted Amounts

Select this checkbox to have the vouchered and posted quantity and amount fields reconciled on the purchase order line and receipt line. If you do not select this checkbox, the vouchered and posted quantity and amount fields on the purchase order line and receipt line will not be reconciled.

Note: Do NOT select this checkbox 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 checkbox to have the purchase order close date overridden with the most recent receipt date. If you do not select this checkbox, 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.

Start reconciliation process

Select this button on the toolbar to update the Costpoint Purchasing and Receiving tables according to the selection criteria.