Blackpurl

Purpose

Reconcile the Store Credit Liability General Ledger in your accounting package to what the total of Store Credits are held in Blackpurl

How often should you do this reconciliation

It is recommended that you perform this reconciliation every month

The more frequently you perform these reconciliations the easier it is to investigate and resolve any possible variances that may occur

Understanding what Store Credit Liability General Ledger actually is

This General Ledger account is used by Blackpurl and records when Store Credits are added to a Customer Record 

The value of all Store Credits on all Customer Records in Blackpurl should always match the balance of the Store Credit Liability General Ledger account

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 Store Credit Liability 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 - Store Credit Liability Account

This is the relevant article - Reporting - Reconciliations - Store Credit Liability Account

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

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 Store Credit Liability General Ledger account 

Compare

Then simply compare the totals from Blackpurl Report that you just generated to your Balance Sheet Store Credit Liability General Ledger  

What if there is a variance between Blackpurl and the Store Credit Liability 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 Store Credit Liability 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