Purpose

Reconcile the Sublet Accrual General Ledger in your accounting package to what Blackpurl indicates the balance should be

How often should you do this reconciliation


It is recommended that you perform this reconciliation every month (at the very least)

The more frequently you perform these reconciliations the easier it is to investigate and resolve any possible variances that may occur

Understanding what Sublet Accrual actually is


The value of all accrued sublet on customer order service jobs in Blackpurl should always match the balance of the Sublet Accrual General Ledger Account.  Sublets are “accrued” when they have been received against a service job but that service job has yet to be invoiced out


Before proceeding with this reconciliation you should have a clear understanding of which General Ledger you have defined as your Sublet Accrual General Ledger and how sublet is added to customer order service jobs, ordered and received


Sublet vendor products are assigned a category.  It is the inventory General Ledger in this category that should be considered as your Sublet Accrual General Ledger account.  This General Ledger account should never be mapped to any other categories other than sublet categories used on sublet vendor products


Important information:


Remember that this is a Blackpurl Control Account and is being managed by Blackpurl


To prevent reconciliation issues you should never post entries manually/directly into the accounting package which affects the Sublet Accrual General Ledger account


Also as part of what should be your standard practices in your accounting package, you should never modify or delete a transaction or journal entry that was generated by the integration


If you need to change something that the Blackpurl integration posted into your accounting package, make the correction in Blackpurl instead


What you need to reconcile


Blackpurl 


Run Reporting > Reports > Reconciliations - Sublet Accrual Account


This is the relevant article - Reporting - Reconciliations - Sublet Accrual Account




The total you are looking for is Sublet Accrual - see above 


Remember this report is valid only on the day/time that it is generated so we recommend that you run this report out of business hours 



Tip:
Why not setup scheduled reporting - that way you can schedule the relevant Blackpurl report to automatically run at a specific date / time and email direct to a Blackpurl User 

This article will explain how to do it - Reporting - Scheduled Reporting



Accounting Package - Xero or QuickBooks Online 


At the same time run a Balance sheet from your accounting package as of the “reconcile date” which will give you the balance of the Sublet Accrual General Ledger account 



Compare


Then simply compare the totals from Blackpurl Report that you just generated to your Balance Sheet Sublet Accrual General Ledger 


What if there is a variance between Blackpurl and the Sublet Accrual General Ledger


If you find only small or insignificant variances you should just post a journal entry to bring them back in line with each other.  Your time is probably more valuable than a few cent variance you would be chasing after


This is the only situation where it’s ok to post a journal entry against a General Ledger account that is managed by Blackpurl


For larger variances, you should review the account transactions report for the Sublet Accrual General Ledger account for the time period since your last successful reconciliation and look for entries that were not generated by the Blackpurl integration as these will probably be the cause or look for entries that have been manually changed in your accounting package


If you still cannot find the cause then it might be possible for the Blackpurl Support team to look at the daily logs in the backend of your Blackpurl and tell you which individual day/s reported a change in variance - then at least you will have a date frame as to when the variance happened for you to investigate further