Why is invoice reconciliation important?
Invoice reconciliation involves checking a supplier invoice matches your purchase order.
Sparky Supplier Invoice Reconciliation automatically helps you:
Avoid underbilling your customer:
You will be alerted to any price difference automatically in Sparky. If there is a legitimate reason for a price rise, you can pass this on to your customer.
If additional line items are added (e.g. delivery for bulky goods) you will also have the opportunity to pass this on to your customer.
Avoid overpaying your supplier:
If a price rise does not make sense to you, you can query it with your Sparky supplier. If this price rise is illegitimate, they can reissue you an invoice with the correct pricing.
Be aware of any product substitution:
Your Sparky supplier may substitute products (e.g. may have no stock of a generic product). Sparky will alert you to this so you can query any discrepancies that you are unhappy with.
Manage Supplier Backorders:
Sparky automatically and instantly alerts you when goods are on back order due to being out of stock. In this case, several invoices will be generated and reconciled against the Purchase Order.
Manage Supplier Credit Notes:
Credit notes arriving in Sparky will be allocated to the relevant Purchase Order. From the Purchase Order details screen you can select a list showing all the invoices and Credit Notes applicable to this Purchase Order.
Due to your Purchase Orders being generated off your Sparky Suppliers live system, you will notice far less discrepancies than dealing with Other Suppliers, where you need to work with offline price files.
How does Reconciliation work?
When you place any order with your local branch by either:
Ordering parts in Sparky; from a job or simply from our shopping cart
Phoning your branch to order parts
Coming into the branch to order in person
A Purchase Order will automatically be generated in Sparky.
When your branch creates an invoice, for you, it automatically turns up in Sparky.
When this happens, Sparky compares the invoice to the corresponding Purchase Order, this process is called reconciliation.
If the Sparky Supplier invoice does not match your purchase order you will be alerted in notifications. You can then go into the Purchase Order to see and manage any discrepancies.