Vendor Order / Vendor Receiving / Vendor Invoice (VO / VR / VI)
The Vendor Order (VO), Vendor Receiving (VR), and Vendor Invoice (VI) workflow must always be completed in full.
Completing all three stages ensures that the BP Received Inventory Accrual clearing account in your accounting package is cleared correctly. If any stage is skipped, balances may remain in the clearing account and your accounting records may become inaccurate.
Learn more: Understanding the Vendor Order (VO) / Vendor Receiving (VR) / Vendor Invoicing (VI)
Customer Deposit General Ledger
The Customer Deposit General Ledger is a clearing account that should only contain transactions integrated from Blackpurl.
At any time:
The Customer Deposit General Ledger balance in your accounting package should match the Customer Deposit listing in Blackpurl.
If the balances do not match, investigate before making any adjustments.
Important:
Do not manually enter transactions directly into the Customer Deposit General Ledger from your accounting package.
Do not modify or delete transactions that were integrated from Blackpurl.
Learn more:
Balancing Customer Deposits
Undeposited Funds General Ledger (Payments Waiting Deposit)
The Undeposited Funds General Ledger (also known as Payments Waiting Deposit) is another clearing account.
This account records customer payments received in Blackpurl, including:
Customer Order > Checkout payments
Customer Order > Deposits
These payments remain in the clearing account until the corresponding bank deposit appears in your bank feed or bank statement.
This process is required because QuickBooks Online and Xero do not allow Blackpurl to post customer payments directly into your bank account ledger.
When the deposit appears in your bank feed:
Locate the matching deposit.
Allocate it against the Undeposited Funds General Ledger (Payments Waiting Deposit).
Learn more:
Undeposited Funds General Ledger – Blackpurl and Accounting Package (Xero and QuickBooks)
Blackpurl - Specific General Ledger Accounts
During activation, additional General Ledger accounts would have been added to your Chart of Accounts for Blackpurl Accounting Integration purposes
They are usually identified by the prefix of BP in from of the General Ledger identifier
These accounts fall into two categories:
Clearing Accounts
Blackpurl-specific General Ledger Accounts
Clearing Accounts
Clearing Accounts are managed entirely by Blackpurl.
Blackpurl creates and reverses entries in these accounts as part of the accounting integration process.
Dealerships should never:
Manually post transactions to Clearing Accounts.
Modify Blackpurl-integrated transactions.
Delete Blackpurl-integrated transactions.
These accounts correspond to the Accounting Integration > Control Accounts configured within Blackpurl.
Learn more:
Step 4 Overview – Understanding Accounting Integration: Control Accounts
Blackpurl-Other Blackpurl specific GL
Certain General Ledger accounts are dedicated to Blackpurl, such as:
Unit Inventory
Parts Inventory
These accounts should only contain:
The opening balances established during implementation.
Transactions integrated from Blackpurl.
Adding manual entries to these accounts will cause them to no longer reconcile with Blackpurl.
What Happens if a Blackpurl Transaction Fails to Integrate?
Occasionally, a transaction may fail to integrate with QuickBooks Online or Xero.
Common causes include:
Temporary connection interruptions.
Duplicate document numbers.
Blackpurl access being removed from the accounting package.
Other integration-related issues.
When this occurs:
Blackpurl automatically identifies the transaction as a Sync Failure.
The issue is flagged for the Blackpurl Development Team.
Sync failures are treated as high priority and investigated as quickly as possible.
If you notice a transaction that has not integrated successfully, please contact Blackpurl Support for assistance.