Purpose
To reconcile what your Blackpurl indicates as to the total of the Part Inventory against what each Part 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 Part Inventory General Ledger/s actually are
Part Records in Blackpurl are associated with a Part Inventory General Ledger account based on the Part Category that is assigned to them
This is an example of a Part Category being assigned to a Part Record:
This Category would then have an 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 Part categories, some that can share the same inventory GL account and some that use different inventory GL accounts
Before proceeding with this reconciliation you should have a clear understanding of the Part categories that have been defined in Blackpurl and which Part 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 Part 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 - Part Inventory accounts
This is the relevant article - Reporting - Reconciliations - Part Inventory Accounts
This report is only good for the date/time that you run it - you will be unable to backdate it to see a report on a previous date
If you want it for reconciliation purposes, please see the tip below about scheduling the report to email directly to you at specific dates/times
Tip: Why not setup scheduled reporting - that way you can schedule the relevant Blackpurl report to automatically run at a specific date / time and email direct to a Blackpurl User This article will explain how to do it - Reporting - Scheduled Reporting
When you go to export this report, it will grouping the information by Category
This is because part records are related to a Parts Inventory GL account via the category that is assigned to it
You will then need the Inventory Valuation column total for each part category along with your knowledge of which categories are related to which part inventory GL account
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 Part Inventory General Ledger account/s
Compare
Then simply compare the totals from Blackpurl Report that you just generated to your Balance Sheet for the relevant Part Inventory General Ledgers
What if there is a variance between Blackpurl and Part 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 from your accounting package for the relevant Part Inventory General Ledger accounts 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