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Throughout the years supporting Microsoft Dynamics GP, I’ve been asked numerous times about our Purchase Order Processing Reconcile process. Everything from when to run it, how often to run it and what it’s really used for. I wanted to bring some light to this functionality to help you understand the overall functionality and when to run the process.
Overall, this utility has a specific function within the software, and it looks at certain things and only updates if it needs to. But in a nutshell, it reconciles balances for purchase order documents. The utility can be found under Purchasing > Utilities > Reconcile Purchasing Documents.
If you take a closer look at the actual details of the tool it looks at the following fields/values and recalculated and adjusted, if needed:
Do you need to run POP reconcile on all Purchase orders? Short answer, No. You don’t have to. You can just run it when you have a discrepancy on a specific Purchase Order. However, if have customizations and/or haven’t done the process as a whole for some time, it wouldn’t be a bad idea to run the process to see what, if any changes, would change. I would recommend making a backup and moving your data into a TEST company to see if you have any discrepancies before doing this process in live.
You don’t necessarily have to run POP reconcile on a regular basis. If you have a stable environment with little to no customizations and/or integrations, running it once a quarter or once or twice a year for all POs is probably plenty. Then continue to run the process on individual POs as you see discrepancies arise on POs. If you consistently have good results (aka no changes), then you may not need it as often. It all kind of depends on your situation and environment. Most people I worked with typically run it when they an issue with a subtotal or some type of balance issue with a specific Purchase order and that’s it.
Now I will say, if you have an integration where you bring in POs, perhaps you would want to run it after importing. Or if you have customizations, you might want to make it more of a daily routine for a while and then move to weekly on all POs to ensure things run smoothly. The goal is to ensure status values and balances are not changing and things are not reopening after closing etc. I’ve come across quite a few times over the years where integrations/customizations were not properly updating the values correctly on our Purchase order tables and POP reconcile found the discrepancies and changes the statuses/values. I once had a case where it even changed closed lines back to Released. So, by doing this process more often you should be able to see a pattern of what type of POs/lines are being set back to released and hopefully identify the pattern of why it’s getting closed in the first place. Hopefully it helps you get the issues identified and fixed sooner rather than later. Once things are stable and reconcile is not changing values, then you can move the frequency of running reconcile out to monthly, quarterly, and so forth. Again, I HIGHLY recommend running it in TEST and not the live database just to ensure you know what will get changed so it doesn’t come as a surprise. And it's not that Reconcile is doing anything wrong by changing the data. Reconcile is recognizing that the values are not correct based on the transactional data that is in the tables and therefore making it match that.
One more thing to think about when running reconcile on ALL Purchase orders is that reconcile looks at the Purchase Order Worktables. If you have never moved your POs to the history tables and all of your records are in the Open tables, this process could take a long time to run, especially if you have been running GP for many years. If you never moved POs to history, you may want to consider moving CLOSED and CANCELLED POs to history to help speed the process up. You need to make sure you are maintaining history so you can still access the information in inquiry. To ensure you are maintaining history go to Purchasing > Setup > Purchase Order Process. There is a maintain option. Make sure the checkbox for maintain Purchase order is marked.
Then go to Purchasing > Routines >Remove Completed Purchase Orders. This process MOVES (not removes) Closed and Canceled POs to the history file as long as you are maintaining history. Note: You can enter a date range or pick specific POs. Once a PO is in history, you can no longer access it from the Edit PO window to make it a Change Order. Typically, customers move older POs they know are completed that won't need to be reopened. Doing this process will also speed up some reports such as the Received not Invoiced report as well as the look up windows in the PO entry window as all those old closed and canceled POs will now be moved to history and no longer in the lookup. They will still however be available through Inquiry.
The PO reconcile process is not typically a process I go to for posting interruption in Purchase Order processing. I know some people will try that, but it is not a process that will help for bringing transactional data back to a good state or fix batches that are stuck or update any type of things we typically see wrong on edit lists so keep that in mind. Check links is a better option for you than reconcile for things like that. And more than likely you need to look at the data by running the ALL PO and Receipt script and/or the all Receipts scripts to dig into the data to see where things are at for troubleshooting those type of scenarios. Below are the scripts for that.
Instructions for gathering the ALL PO and Receipts script.
Script found here:
Run it in text using instructions below.
The goal of this statement is to review ALL data related to a specific Purchase Order (If no PO, then use the ALL Receipts). It is only a SELECT statement. It will not update/delete data.
declare @PONUMBER char(20)
select @PONUMBER = 'POXXXX'
I hope this information is helpful and provided you with more information about our Purchase Order Reconcile process.
Have a great rest of the week!
Angela Ebensteiner | Sr. Technical Advisor | Microsoft Dynamics GP
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