Overview
This article explains how to reconcile the total value of accrued deal options in Blackpurl against the balance of the Deal Option Clearing General Ledger account in your accounting package (Xero or QuickBooks Online). Keeping these two figures in agreement confirms your accounting integration is posting correctly and helps you catch discrepancies before they grow.
How Often to Reconcile
Perform this reconciliation at least once a month. Running it regularly means the dealership can confirm the Deal Option Clearing General Ledger account is correct at all times, and any issues can be identified and corrected immediately rather than accumulating over several periods.
Understanding the Deal Option Clearing General Ledger
The value of all accrued deal options on customer order deals in Blackpurl should always match the balance of the Deal Option Clearing General Ledger account. Deal options are accrued when a deal is invoiced before its supporting Deal Service or Deal Merchandise transactions have been finalized.
Before starting this reconciliation, confirm which General Ledger account you have defined as your Deal Option Clearing General Ledger and make sure you understand how Deal Service and Deal Merchandise transactions fulfill options on unit deals. You can find this account name listed under Control Accounts in your Accounting Integration settings.
Important: Do Not Manually Post to This Account
The Deal Option Clearing General Ledger account is a Blackpurl Control Account — Blackpurl manages it automatically through the accounting integration. To avoid reconciliation issues, follow these rules:
Never post entries manually or directly into your accounting package that affect the Deal Option 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 integration needs to be corrected, make the correction in Blackpurl — not in your accounting package.
What to Reconcile
Step 1: Run the Blackpurl Report
Run the Deal Option Clearing Account report in Blackpurl and note the total. See Blackpurl Reporting - Deal Option Clearing Account (no longer available) for instructions.
This report reflects the data at the exact date and time you run it — you cannot backdate it to view a previous period's total. Run it at the same time as your accounting package report so both figures share the same point in time.
Tip: Set up scheduled reporting to have Blackpurl automatically run and email this report to a Blackpurl user at a specific date and time each month. See Scheduled Reporting for instructions.
Step 2: Run the Accounting Package Balance Sheet
At the same time, run a Balance Sheet from your accounting package (Xero or QuickBooks Online) as of the reconcile date. This gives you the current balance of the Deal Option Clearing General Ledger account.
Step 3: Compare the Totals
Compare the total from the Blackpurl Deal Option Clearing Account report against the balance shown for the Deal Option Clearing General Ledger account 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 discrepancy.
Small or insignificant variances: Post a manual journal entry to bring the two figures back in line. This is the only situation where it is acceptable to post a journal entry against a General Ledger account that Blackpurl manages — chasing a few cents is rarely a productive use of time.
Larger variances: Review the account transactions report for the Deal Option Clearing General Ledger account covering the period since your last successful reconciliation. Look for entries that were not generated by the Blackpurl integration, or for entries that have been manually changed in your accounting package — these are the most common causes.
Variance cause still unclear: Contact the Blackpurl Support team. The team can review the daily logs in the Blackpurl backend to identify which specific day or days show a change in variance, giving you a precise date range to investigate further.