Reconciling the Stocked Trade Clearing General Ledger ensures that the balance in your Accounting Package matches what Blackpurl shows for stocked trade-ins on open Customer Order Unit Deals. Keeping these in sync is essential for accurate accounting.
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 arise.
What the Stocked Trade Clearing General Ledger Is
The Stocked Trade Clearing General Ledger tracks the value of all "stocked in" trade-ins on open Customer Order Unit Deals in Blackpurl. The balance of this account in your Accounting Package should always match the total Blackpurl reports for those trade-ins.
When a trade-in is stocked in before a Customer Order Unit Deal is invoiced, the trade-in's effect on the unit Inventory General Ledger is offset to the Stocked Trade Clearing General Ledger. That offset is cleared when the Unit Deal is subsequently invoiced.
Important Information
The Stocked Trade Clearing General Ledger is a Blackpurl Control Account, managed entirely by Blackpurl. To avoid reconciliation issues, follow these rules:
Never post entries manually or directly into your Accounting Package that affect the Stocked Trade Clearing General Ledger account.
Never modify or delete a transaction or journal entry that was generated by the Blackpurl integration.
If something posted by the Blackpurl integration needs to be corrected, make the correction in Blackpurl — not in your Accounting Package.
How to Reconcile
Step 1: Get the Blackpurl Total
Run the Stocked Trade Clearing Account report in Blackpurl to get the current total. See Blackpurl Reporting - Stocked Trade Clearing Account (no longer available) for instructions.
Tip: Consider setting up scheduled reporting so the report runs automatically at a set date and time and is emailed directly to a Blackpurl user. See Scheduled Reporting to learn how.
Step 2: Get the Accounting Package Balance
Run a Balance Sheet from your Accounting Package (Xero or QuickBooks Online) as of the same reconciliation date. This gives you the balance of the Stocked Trade Clearing General Ledger account.
Step 3: Compare the Two Totals
Compare the total from the Blackpurl report to the Stocked Trade Clearing General Ledger balance on your Balance Sheet. The two figures should match.
What to Do If There Is a Variance
How you handle a variance depends on its size.
Small or insignificant variances: Post a journal entry in your Accounting Package to bring the two balances back in line. This is the only situation where it is acceptable to post a journal entry directly against the Stocked Trade Clearing General Ledger account. Your time is better spent elsewhere than chasing a few cents.
Larger variances: Review the account transactions report for the Stocked Trade Clearing General Ledger account covering the period since your last successful reconciliation. Look for entries that were not generated by the Blackpurl integration — these are the most likely cause. If you cannot identify the source of the variance, contact the Blackpurl team. They can review their daily logs to identify which specific days recorded a change in the variance.