This article explains how to reconcile your Part Inventory in Blackpurl against the corresponding Part Inventory General Ledger (GL) accounts in your accounting package (Xero or QuickBooks Online). Running this reconciliation regularly keeps your dealership's books accurate and makes it easier to catch and correct discrepancies early.
How Often to Reconcile
Perform this reconciliation at least once a month. When done consistently, you can confirm that each Part Inventory GL account is correct and resolve any issues before they compound over time.
Understanding Part Inventory General Ledgers
Every Part Record in Blackpurl is associated with a Part Inventory GL account through its Part Category. The Part Category assigned to a part determines which Inventory GL account tracks its value.
Each Part Category has an Inventory GL account attached to it. It is these GL accounts that you reconcile.
Blackpurl allows you to define multiple Part Categories. Some categories can share the same Inventory GL account; others may use separate accounts. Before you begin reconciling, confirm which Part Categories are defined in Blackpurl and which Part Inventory GL accounts they map to — those are the accounts you need to reconcile.
Important: Keep This a Blackpurl-Managed Account
Part Inventory GL accounts are Blackpurl Control Accounts — Blackpurl manages them automatically through its accounting integration. To avoid reconciliation problems, follow these rules:
Never post entries manually or directly into your accounting package that affect any Part Inventory GL account.
Never modify or delete a transaction or journal entry that was generated by the Blackpurl integration.
If a posted transaction needs to be corrected, make the correction in Blackpurl — not in your accounting package.
What to Reconcile
Step 1: Run the Part Inventory Accounts Report in Blackpurl
Run the Part Inventory Accounts report in Blackpurl to get the total value for each Part Category. See Blackpurl Reporting - Part Inventory Accounts (no longer available) for instructions. Note the totals for each category — these are what you'll compare against your accounting package.
You can schedule this report to run automatically at a set date and time — for example, at midnight on the last day of each month — and have it emailed to you. See Scheduled Reporting for details.
Step 2: Run a Balance Sheet from Your Accounting Package
In Xero or QuickBooks Online, run a Balance Sheet as of the same reconciliation date. This gives you the closing balance for each Part Inventory GL account.
Step 3: Compare the Totals
Compare the totals from the Blackpurl Part Inventory Accounts report to the corresponding Part Inventory GL balances on your Balance Sheet. The two should match for each category.
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 to bring the GL balance back in line with Blackpurl. This is the one situation where posting a journal entry directly against a Blackpurl-managed GL account is acceptable. A few cents is not worth spending significant time investigating.
Larger Variances
Review the account transactions report in your accounting package for the affected Part Inventory GL accounts, 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
These are the most likely causes of a larger discrepancy.
Still Can't Find the Cause?
If you cannot identify the source of the variance, the Blackpurl Support team can review the daily backend logs to identify which specific day or days a change in variance was recorded. This gives you a date range to investigate further. Contact Blackpurl Support with your reconciliation details to request this review.