Help Center

Purchase Reconciliation Trial

From the 15th of January, please start forwarding all applicable supplier invoices to xpeazmbx29399@akl.xtracta.com 

Please note: Bills can only be forwarded from the nominated email address. Bills sent from unknown email addresses will not be able to be processed.

Once the Bill has been received, Tradify will start the process of loading your Bill. We expect this to be completed an hour from when the Bill was first received. Once it's been loaded into your account, we'll send you a confirmation email.

Please note: If a Job number has been supplied, you will find the relevant Bill assigned to the corresponding Job. If a Job number has not been supplied, we will assign the Bill to the Draft Bills section (within the Purchases tab).

Once you’ve received your confirmation email, please follow the appropriate reconciliation steps below:

 

For Bills that have been assigned to Jobs:

1) Go to the Jobs tab and open the applicable Job.

2) Once you've opened the Job, head over to the Bills tab (within the Job).

1_-_Bills_tab.png

3) Open the recently added Draft Bill by clicking on the Invoice Number or Supplier Name.

Please review the relevant details (job number, supplier, items, charges). If any information is missing from the Bill (when compared to the image attached to the email) please contact us at reconciliation@tradifyhq.com

4) Once you are happy with the Bill, click the Approve button

2_-_Approve_Bill.png

5) Once approved, Click the Options tab and select Send to Accounting. Confirm the request and then click Save to return to the Bills tab. 

6) Next, click on the Costs tab (within the Job)

3_-_Costs_tab_.png

7) Select New Cost --> Copy Materials from Bill, then click on the drop-down arrow to select the appropriate Bill.

Be sure to deselect any items that you do NOT wish to add to the job as a cost.

8) Select OK.

All selected items will now be added to the Job.

Note the small red dot next to the items. This dot will turn green once you have invoiced the customer for these items.

9) Click Save to return to the Jobs list.

 

For Bills that have NOT been assigned to Jobs:

Note: To save yourself some time, please provide us with the relevant Job number on the supplier invoice

1) Click on Purchases.

2) Head over to the Drafts tab.

4_-_Draft_bill_tab.png

3) Click on the supplier name or invoice/ref number to view the Bill.

Please review the relevant details (job number, supplier, items, charges). If any information is missing from the Bill (when compared to the image attached to the email) please contact us at reconciliation@tradifyhq.com

4) Once you are happy with the Bill, click the Approve button

5) Once approved, Click the Options tab and select Send to Accounting.

Note: If the Bill relates to a particular job, click on the Options tab and select Attach to Job. Enter the appropriate Job number and select Ok.

6) Click Save to return to the Jobs list.

Note: To allocate the items of the Bill as a cost to the Job, please follow steps 6 --> 9 from the first section of this guide

 

 

 

 

 

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