To reconcile payments and credits, you will need your credit memos (emailed weekly from us), your payment statement (from Bill.com), and your order files (from the admin, also emailed from us Sunday to Thursday).
See below for additional details on each, but the overall process is that POs are generated every weekday for the preceding period. Credit memos are generated every Monday for the preceding week. Payments are created each Monday for any POs due in the coming week. Any credit memos generated will be applied immediately to the next payment (e.g. the Monday credit memo will be applied to the payment on the same Monday.)
If there are insufficient POs to cover the credits, the credits will carry over to the next payment. If a PO is paid in full with credits, you will receive an email notifying you that a specific PO was paid with credits.
If you receive a payment where a PO is "partially paid", it is because credits are applied to it. As noted, refer to the credit memo issued the same day the payment was initiated and you should be able to reconcile the amounts.
Credit Memo:
On your credit memo, you’ll see a reference number similar to this: CR.UG1-2877481.27174
The numbers after the CR and before the second dot are the order number, or UIID.
The reason for the credit is listed in the “Description” column with a customer support ticket number (if applicable). For example:
The credit memo also shows the PO the order was on, for your reference.
Payment Statement:
On your payment statement, you can reference the RetailCloud PO# that was paid on the statement. Logging into your Bill.com account is helpful to see which credits were applied at the time the payment was made.
Typically, more than one PO is paid at a time.
Similar information is also available in the portal at https://admin.retailcloud.io/finance/payments. This resource includes the payment amount, the bills paid (POs) and the credits applied to each payments. This is sync'ed from Bill.com nightly.
Order Files:
Order files and POs can be accessed in the admin portal:
Go to admin.retailcloud.io > Orders > Purchase Orders
On your order file, you will see the order number (UG1-, PYP-, DS1-, or SHD-) and the cost that was submitted for payment for each item. The order file and PO have the same number.
For example: