Reconciling a Vendor Order

Reconciling a vendor order includes:

• Adjusting item quantities and prices as necessary
• Accounting for non-product changes to an invoice (tax/freight)
• Documenting problems with an order

It’s important to reconcile your vendor orders correctly and in a timely fashion so that it doesn’t improperly affect your inventory counts or your food cost.

1. Start by finding the vendor order in the system. There are two ways to do this:
   • Go to the Purchasing tab and select Recent Vendor Orders
     
   • Or, on the main dashboard, scroll down to the Today’s Tasks section of the screen and you will see your tasks that are automated based on your vendor delivery schedules

2. Once you’ve found the order, on the Reconcile tab, you will see all of the items listed. This is screen you will use to communicate if you received everything as listed on the invoice or not.
   • If this was an electronic invoice, all of the fields will be filled in, otherwise you will have to fill in the quantities and prices.
   • If there is a difference in what was actually received versus what is on the invoice, you will need to adjust either the Physical Quantity column

3. You will need to enter in the tax and freight/shipping charges on the bottom right of the screen:

4. If there are any issues with any of the items that you received, click on the Allocate tab and you can enter the specific issue for each item that was received on this page:

5. Once this is complete, click back to the Reconcile There are a few other options on this page before you complete reconciling the invoice:
   
   • If you click on the Labels tab on the top right, you can print labels with barcodes to place on each of the products
   • The Attach File tab allows you to attach a scanned copy of the paper invoice if you would like
6. Once completed, select Reconcile to complete the process of reconciling your vendor order