What This Reconciliation Does
Reconciling the Store Credit Liability General Ledger means verifying that the total value of store credits across all Customer Records in Blackpurl matches the balance of the Store Credit Liability General Ledger account in your accounting package (Xero or QuickBooks Online). Keeping these two figures in sync is essential for accurate financial reporting.
How Often to Reconcile
Perform this reconciliation at least once a month. The more frequently you reconcile, the easier it is to investigate and resolve any variances that come up — small discrepancies are much simpler to trace when the review window is short.
Understanding the Store Credit Liability General Ledger
The Store Credit Liability General Ledger account is a Blackpurl Control Account. Blackpurl posts to this account automatically whenever store credits are added to a Customer Record. The balance of this account in your accounting package should always equal the combined value of all store credits held across all Customer Records in Blackpurl.
Important Rules for This Account
Because this is a Blackpurl Control Account, there are strict rules about how it must be managed to avoid reconciliation problems:
Never post entries manually or directly into your accounting package that affect the Store Credit Liability General Ledger account.
Never modify or delete a transaction or journal entry that was generated by the Blackpurl integration.
If a correction is needed, make it in Blackpurl — not in your accounting package. The corrected entry will then flow through the integration automatically.
How to Reconcile
Step 1: Get the Blackpurl Total
Run the Store Credit Liability Account report in Blackpurl to get the total value of all store credits currently held on Customer Records. See Blackpurl Reporting - Store Credit Liability Account (no longer available) for instructions on running this report.
To save time each month, consider setting up scheduled reporting so the report runs automatically and is emailed directly to a Blackpurl user. See Scheduled Reporting to set this up.
Step 2: Get the Accounting Package Balance
Run a Balance Sheet in your accounting package (Xero or QuickBooks Online) as of your reconciliation date. Note the closing balance of the Store Credit Liability General Ledger account.
Step 3: Compare the Two Totals
Compare the total from the Blackpurl Store Credit Liability Account report to the Store Credit Liability General Ledger balance from your Balance Sheet. The two figures should match exactly.
What to Do If There Is a Variance
How you handle a variance depends on its size.
Small or Insignificant Variances
For minor variances — a few cents, for example — post a journal entry in your accounting package to bring the Store Credit Liability General Ledger back in line. This is the one situation where it is acceptable to post a journal entry against a Blackpurl-managed General Ledger account directly.
Larger Variances
For significant variances, review the account transactions report for the Store Credit Liability General Ledger account in your accounting package, covering the period since your last successful reconciliation. Look for:
Entries that were not generated by the Blackpurl integration
Entries that have been manually modified or deleted in your accounting package
If you still cannot identify the cause, contact the Blackpurl Support team. They can review the daily logs in the backend of your Blackpurl account and identify which specific day or days a change in variance was recorded — giving you a precise date range to investigate.