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Release Note: Document Reconciliation

Fourth Customer Success Portal
  • Updated

The Change

Document Reconciliation is new functionality that allows users to search for and view the following documents: Goods Received Notes (GRN), Invoices, Supplier Returns, Credit Requests and Credit Notes. Users are also able to view a document’s current status and its associated documents.
 
NOTE: Only documents created after the deployment date of 17th September 2014 will be searchable in Document Reconciliation.
 
Release Date: 17th September 2014
 

Reason for the Change

This is development is planned feature based on similar feature in the previous version of the Stock System.
 

Customers Affected

All Inventory customers who have the Documents module enabled.
 

Release Notes

Location

 
Fig 1 - Document Reconciliation Link

Fig.1 - Document Reconciliation Link
 
  • To use this new feature follow the path: Documents tab > Document Reconciliation OR Documents tab > All Options > Document Reconciliation
 

Search Fields

 
Fig 2 - Search Fields

Fig.2 - Search Fields

There are several search options that maybe selected to search for documents. The table below explains each option within the Status dropdown list.
 
Status Definition
Pending GRN or Supplier Returns not yet approved.
Unmatched - Awaiting Invoice/Credit Approved GRNs or Supplier Returns that do not have a matched Invoice or Credit Note.
Unmatched - Awaiting GRN/Return Electronic Invoices or Credit Notes that are not matched to a GRN or Supplier Return.
Matched - Awaiting Resolution Indicates discrepancy between an Invoice and GRN. A Credit Note is required, however no Credit Request has been sent.
Matched - Awaiting Credit A Credit Request sent and is awaiting a corresponding Credit Note.
Matched - Approved Approved GRNs & Supplier Returns matched to an Invoice or Credit Returned, but not marked for export.
Marked for Export Matched Invoices or Credit Notes that have been flagged as being ready for export.
Exported Exported Invoice or Credit Note.
Matched GRN or Supplier Returns with a matched Invoice or Credit Note, however it has not been approved into stock.
 
  • The Site, Document Type, Status and Supplier fields are set to All by default.
Tip: To select several options in the fields Site, Document Type, and Supplier, hold the ‘Ctrl’ key on the keyboard and select the various options
 
 
Fig 3 - From Date Error
Fig.3 - 'From Date' Error
  • The only mandatory option is with dates. Either the Document Date or the Create Date can be used. Regardless, the From field must be filled in. If not, the user is presented with the error shown in Fig.3.
  • After inputting the relevant search criteria use the green Search button
  • The grey Reset button will reset all the search fields to their default values
 

Printable View

 
Fig 4 - Selected Document

Fig.4 - Selected Document
 
Fig 5 - Document in Printable View

Fig.5 - Document in Printable View
  • To view the printable view of any returned document, select anywhere on the record (as per Fig.4) to view or print the document
 

View The Document Thread

 
Fig 6 - Action Icon 

Fig.6 - Action Icon
 
 
Fig 7 - Threaded Documents

Fig.7 - Threaded documents
 
  • To view the Document Thread (list of associated documents) select the [User-added image] icon

The pop-up window shown in Fig.7 will appear, showing a list all associated documents, their value, and current status.

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