Batch Reconcile

XoroERP Batch Reconcile Feature

Introducing a powerful new feature that revolutionizes how you handle vendor reconciliation in XoroERP. The Batch Reconcile option eliminates repetitive manual work by allowing you to reconcile multiple Item Receipts and Bills simultaneously, dramatically improving your team's efficiency and accuracy.

What is Batch Reconcile?

Batch Reconcile is a streamlined feature that allows finance teams to process multiple documents at once instead of handling them individually. Think of it as upgrading from washing dishes one by one to using a dishwasher - you can now process entire batches of Item Receipts and Bills in a single operation.

This feature is available in both the Item Receipt Centre and Bill Centre, ensuring consistency across your reconciliation workflows. The system intelligently validates that all selected records belong to the same vendor, preventing costly errors and maintaining data integrity throughout the process.

Key Benefits

• Time Savings

Process multiple documents simultaneously instead of handling them one by one, reducing processing time by up to 70%.

• Error Prevention

Built-in vendor validation ensures all selected records belong to the same vendor, preventing reconciliation mistakes.

• Improved Efficiency

Streamlined workflow eliminates repetitive tasks, allowing your team to focus on higher-value activities.

Getting Started: Batch Reconcile for Item Receipt Centre

The Batch Reconcile workflow for Item Receipt Centre begins with selecting the Item Receipts you want to reconcile. This initial step is crucial as it determines which documents will be processed together in your batch operation.

Navigate to the Header Options and select "Batch Reconcile" from the dropdown menu. This action opens a dedicated popup window specifically designed for reconciling Item Receipts, displaying all the items available for your selection and reconciliation process.

Step-by-Step: Item Receipt Batch Reconciliation

01

Select Item Receipts

Choose the Item Receipts you want to reconcile from your list. Ensure they belong to the same vendor for successful processing.

02

Access Batch Reconcile

Go to Header Options and select "Batch Reconcile" from the dropdown to open the reconciliation popup window.

03

Add Reconciliation Items

On the "Add Items" screen, select Service or Labor items for reconciling additional costs. Enter item type, number, quantity, and rate.

04

Calculate Landed Cost

Choose your reconciliation method (Unit Cost, Quantity, Amount, or CBM) and click "Calculate" to determine the final landed cost.

Final Steps and Options

After reconciling landed costs, you can choose how to record additional expenses:

• Add to Vendor Bill – Attach costs to the existing bill.

• Create Expense Bill – Record costs separately for better tracking.

• Generate Liability – Log costs as liabilities for future billing.

Bill Centre Workflow

The Bill Centre follows an identical workflow to the Item Receipt Centre, ensuring consistency across your reconciliation processes. Start by selecting the Bills you want to reconcile, then access the Batch Reconcile option through Header Options.

The popup window for Bill reconciliation provides the same intuitive interface, allowing you to add Service or Labor items for additional cost reconciliation. The process maintains the same step-by-step approach:

Add items, calculate landed costs using your preferred method, review details, and choose your final processing option.

Error Messages/System Validations

Technical Benefits and Impact

Behind the scenes, the Batch Reconcile feature leverages sophisticated backend reconciliation logic that processes each selected record efficiently while maintaining data integrity. The system's validation engine performs comprehensive checks for vendor consistency and currency matching before initiating any reconciliation operations.

This technical architecture ensures that your reconciliation processes are not only faster but also more reliable than manual methods. The feature reduces the risk of human error while providing audit trails for compliance and reporting purposes. Finance teams can now handle larger volumes of transactions with confidence, knowing that the system enforces business rules automatically.

The update represents a significant step forward in streamlining vendor management workflows, reducing processing time, and improving overall accuracy in financial operations. Your team can focus on strategic analysis rather than repetitive data entry tasks.