Purpose
To reconcile what your Blackpurl indicates as to the total of Deal Options against what the Deal Option Clearing General Ledger account indicates 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 Deal Option Clearing General Ledger account is correct and if there are any issues, they can be picked up and corrected straight away
Understanding what Deal Option General Ledger actually is
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 prior to its supporting Deal Service or Deal Merchandise transactions have been finalized.
Before proceeding with this reconciliation you should have a clear understanding of which General Ledger you have defined as your Deal Option Clearing General Ledger and how Deal Service/Merchandise transactions fulfill options on unit deals.
Under your Control Accounts in Accounting Integration it will indicate what General Ledger you will 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 the Deal Option Clearing General Ledger account
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 - Deal Option Clearing Account
This is the relevant article - Reporting - Reconciliations - Deal Option Clearing Account
The total you are looking for is Option Clearing - see above
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 direct 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
Using the Option Clearing total - this is the figure that you will be comparing to the relevant Deal Option Clearing General Ledger in your accounting
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 Deal Option Clearing General Ledger account
Compare
Then simply compare the totals from Blackpurl Report that you just generated to your Balance Sheet for the relevant Deal Option Clearing General Ledger
What if there is a variance between Blackpurl and Deal Option Clearing 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 Deal Option Clearing 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