The Sublet Accrual General Ledger reconciliation compares what Blackpurl records as accrued sublet on customer order service jobs against the matching General Ledger account balance in your accounting package. Keeping this reconciliation current helps you catch and resolve variances before they become difficult to investigate.
How Often to Reconcile
Perform this reconciliation at least once a month. The more frequently you reconcile, the easier it is to identify and resolve any variances that arise.
Understanding Sublet Accrual
Sublet is "accrued" when it has been received against a service job but that service job has not yet been invoiced. The total value of all accrued sublet on customer order service jobs in Blackpurl should always match the balance of the Sublet Accrual General Ledger account in your accounting package.
Before performing this reconciliation, confirm which General Ledger account you have defined as your Sublet Accrual General Ledger and make sure you understand how sublet is added to customer order service jobs, ordered, and received.
Sublet vendor products are assigned a category. The inventory General Ledger account in that category is your Sublet Accrual General Ledger account. This account should never be mapped to any categories other than sublet categories used on sublet vendor products.
Important: This Is a Blackpurl Control Account
The Sublet Accrual General Ledger is managed by Blackpurl. To avoid reconciliation issues, follow these rules:
Never post entries manually or directly into your accounting package that affect the Sublet Accrual General Ledger account.
Never modify or delete a transaction or journal entry that was generated by the Blackpurl integration.
If you need to correct something the Blackpurl integration posted into your accounting package, make the correction in Blackpurl instead.
How to Reconcile
Step 1: Run the Blackpurl Sublet Accrual Account Report
Run the Sublet Accrual Account Report in Blackpurl and note the total cost. See Blackpurl Reporting - Sublet Accrual Account (no longer available) for instructions.
This report reflects the balance only at the moment it is generated. Run it outside of business hours to ensure an accurate snapshot.
Tip: Set up scheduled reporting so the Sublet Accrual Account Report runs automatically at a specific date and time and is emailed directly to a Blackpurl user. See Scheduled Reporting for instructions.
Step 2: Run a Balance Sheet from Your Accounting Package
At the same time, run a Balance Sheet in Xero or QuickBooks Online as of the same reconcile date. This gives you the current balance of the Sublet Accrual General Ledger account.
Step 3: Compare the Two Totals
Compare the total from the Blackpurl Sublet Accrual Account Report to the Sublet Accrual General Ledger balance on your Balance Sheet. The two figures should match.
What to Do If There Is a Variance
How you respond depends on the size of the variance.
Small or Insignificant Variances
Post a journal entry to bring the two balances back in line. A small cent-level variance is generally not worth the time required to trace it. This is the only situation where it is acceptable to post a journal entry directly against a General Ledger account managed by Blackpurl.
Larger Variances
Review the account transactions report for the Sublet Accrual General Ledger account covering the period since your last successful reconciliation. Look for:
Entries that were not generated by the Blackpurl integration
Entries that have been manually changed in your accounting package
If you still cannot identify the cause, the Blackpurl Support team can review the daily logs in the backend of your Blackpurl system and identify which specific day or days reported a change in variance. This gives you a date range to focus your investigation.