If you're a new dealership with accounting integration (QuickBooks Online or Xero), these rules keep your books balanced and your Blackpurl data synced. Break these rules, and your accounts won't reconcile.
This checklist applies to: Dealerships using accounting integration only.
Rule 1: Complete the VO/VR/VI Process Every Time
What it is: Vendor Order → Vendor Receiving → Vendor Invoice Why it matters: Your BP Received Inventory Accrual clearing account only clears when you complete all three steps. Skip VI and your books won't balance. The rule: Every vendor order must go through all three steps—VO, VR, then VI. No shortcuts. Pro Tip: Most reconciliation issues in the first 90 days trace back to incomplete VO/VR/VI cycles. Parts receives inventory (VR) but never enters the vendor invoice (VI), leaving the clearing account unbalanced. Learn more: Understanding the Vendor Ordering / Vendor Receiving / Vendor Invoices process (VO / VR / VI)
Rule 2: Never Touch Your Customer Deposit Account
What it is: A clearing account in your accounting package that tracks customer deposits The rule:
Don't add manual entries to Customer Deposit GL
Don't modify Blackpurl-integrated transactions
Don't delete Blackpurl-integrated transactions Why it matters: Customer Deposit GL must match your Blackpurl Customer Deposit listing at all times. Manual entries break this balance, and you'll never find the discrepancy. Learn more: Balancing out Customer Deposits
Rule 3: Clear Your Undeposited Funds Account
What it is: Undeposited Funds GL (also called Payment Waiting Deposit) holds customer payments from checkout until they hit your bank account Why it exists: QuickBooks Online and Xero don't let Blackpurl post directly to your bank account GL. Payments go to Undeposited Funds first. The rule: When customer payments appear in your bank feed, allocate them to Undeposited Funds GL to clear the holding account. Pro Tip: Check Undeposited Funds weekly. Deposits older than 7 days usually indicate a missed bank feed allocation or a credit card batch that hasn't processed. Learn more: Undeposited Funds General Ledger - Blackpurl and Accounting Package
Rule 4: Hands Off All Clearing Accounts
What they are: Control Accounts set up during your activation Where to find them: System Settings > Accounting Integration > Control Accounts The rule:
Don't post manual entries to any Control Account
Don't modify Blackpurl-integrated transactions
Don't delete Blackpurl-integrated transactions Why it matters: Blackpurl manages these accounts automatically. Every entry has a matching transaction in Blackpurl. Manual intervention breaks the link. Learn more: Step 4 Overview - Understanding Accounting Integration - Control Accounts
Rule 5: Unit and Parts Inventory Are Blackpurl-Only
What they are: Inventory asset accounts created during activation The rule: These accounts should only contain:
Opening balances (set during activation)
Blackpurl-integrated transactions Why it matters: Your inventory value in accounting must match Blackpurl's inventory reports. Add manual entries and they'll never reconcile. Pro Tip: Run a monthly inventory reconciliation comparing your accounting package inventory balance to Blackpurl's inventory valuation report. They should match to the penny.
Rule 6: Don't Panic About Failed Integrations
What happens: Occasionally a Blackpurl transaction won't integrate to your accounting package (connection dropped, duplicate document number, access issue) What Blackpurl does: Failed transactions are flagged automatically. Our development team monitors sync failures and resolves them as urgent priority. What you do: Nothing. Don't try to "fix" it by posting manual entries. Contact Blackpurl Support if you see persistent integration issues.
Bottom Line
These six rules prevent 90% of accounting reconciliation problems new dealerships face. The pattern is simple: Blackpurl manages the accounting integration—you manage your bank feeds and vendor invoices. Stay in your lane, and your books stay balanced.