Purpose
To reconcile the total value of the Unit Inventory records in Blackpurl to the relevant Unit Inventory General Ledger accounts in your Accounting Package
How often should you do this reconciliation
It is recommended that you perform this reconciliation every month
If this process is done on a regular basis, the Dealership knows that each Unit Inventory General Ledger account is correct and if there are any issues, they can be picked up and corrected straight away
Understanding what Unit Inventory General Ledger/s actually are
Unit records in Blackpurl are associated with a Unit inventory General Ledger account based on the Unit Category that is assigned to them
This is an example of a Unit Category being assigned to a Unit Record:
This Category would then have the Inventory General Ledger attached to it
It is this Inventory General Ledger that you would be reconciling
Keep in mind that Blackpurl allows you to define multiple Unit categories, some that can share the same inventory GL account and some that use different Unit Inventory General Ledger accounts
Before proceeding with this reconciliation you should have a clear understanding of the Unit categories that have been defined in Blackpurl and which Unit inventory General Ledger accounts they are associated with as these are the General Ledger accounts you need to reconcile
Important information
Remember that this is a Blackpurl Control Account and is being managed by Blackpurl
To prevent reconciliation issues you should never post entries manually/directly into the accounting package which affects any of your Unit Inventory General Ledger accounts
Also as part of what should be your standard practices in your accounting package, you should never modify or delete a transaction or journal entry that was generated by the integration
If you need to change something that the Blackpurl integration posted into your accounting package, make the correction in Blackpurl instead
What you need to reconcile
Blackpurl
Run Reporting > Reports > Reconciliations > Unit Inventory Accounts report
The Grouping method will automatically be by Category - this is because unit records are related to a Unit inventory GL account via the category that is assigned to it
From this report you need the totals from two columns for each category - Total Cost and Deal Options WIP
It is the grand total of those columns that you would be then reconciling against the relevant General Ledger in your accounting package
Accounting Package - Xero or QuickBooks Online
At the same time run a Balance sheet from your Accounting Package as of the “reconcile date” which will give you the balance of the Unit Inventory General Ledger account
Compare
Then simply compare the totals from Blackpurl Report that you just generated to your Balance Sheet for the relevant Unit Inventory General Ledgers
What if there is a variance between Blackpurl and Unit Inventory General Ledger
If you find only small or insignificant variances you should just post a journal entry to bring them back in line with each other. Your time is probably more valuable than a few cent variance you would be chasing after
This is the only situation where it’s ok to post a journal entry against a General Ledger account that is managed by Blackpurl
For larger variances you should review the account transactions report for the relevant Unit Inventory General Ledger account for the time period since your last successful reconciliation and look for entries that were not generated by the Blackpurl integration as these will probably be the cause or look for entries that have been manually changed in your accounting package
If you still cannot find the cause then it might be possible for the Blackpurl Support team to look at the daily logs in the backend of your Blackpurl and tell you which individual day/s reported a change in variance - then at least you will have a date frame as to when the variance happened for you to investigate further