Financial - Supplier Reconciliation

The Supplier Reconciliation module is used for reconciling with suppliers.

In order to work with this module, you need the user permit Perform actions in Supplier Reconciliation module.

What can you do on this page?

• Search for financial documents

• Update vouchers with a supplier invoice number

• Issue a payment requisition to a supplier

• Issue a remittance to a supplier for vouchers and refunds pending reconciliation

• Issue a remittance to a supplier for payment requisitions pending final payment

• Issue a receipt

• Amend a voucher

• Split a voucher

• Approve a refund

Periodically a supplier will send you an invoice for reservations made through the system. The reservations are represented in the system through the vouchers you issue. Vouchers create an obligation to pay the supplier with each voucher debiting a travel file and crediting a supplier account (refunds are the same only with negative amounts). After receiving the invoice, you will need to reconcile the vouchers and refunds and send payment to the supplier. This is done in this module.

You may need to deal with situations where the amounts do not match, in which case you will split off disputed amounts from the vouchers, or amend the vouchers. You should issue payment once the amount on the supplier's invoice matches the amounts on the vouchers and refunds issued through the system.

The process of payment can be divided into two steps:

1. Issuing multiple payment requisitions. Each payment requisition can cover multiple vouchers/refunds.

2. Collecting all the payment requisitions and issuing a single remittance.

Or, you can issue the remittance immediately, depending on the accounting process in your company.

If the supplier owes you commissions, they are deducted when the remittance is issued, and a tax invoice is automatically issued for the profit earned from the commission.

This module is also used for handling refund requests from the supplier. After the supplier agrees to a refund, you can approve it in this module (as well as in the Travel File), and if the supplier sends payment for the refund, you can issue a receipt for the company, although this occurs rarely. Suppliers will usually deduct refunds from the amount that is owed. Payment is sent by the supplier when there are no reservations waiting to be reconciled.