Balances and reconciliation

The purchasing dashboard separates supplier balances from the work needed to verify them. An open purchase order, a completed customer order, and an unpaid supplier invoice describe different things.

What the dashboard means

View	Meaning
Open POs	Purchasing work that still needs fulfillment or receiving.
Verified unpaid balance	A matched supplier invoice has a documented balance. This is not your bank balance or a payment schedule.
Payment evidence	The available evidence does not yet establish full invoice settlement. An unpaid flag alone is not proof of debt.
Invoice needed	A reviewed PO does not have a matched supplier invoice. Missing evidence is not a zero balance.
Invoice matching	Documents exist, but items, quantities, references, substitutions or destination still need confirmation.
Returns & credits	A return, credit, replacement or cancellation needs follow-up. This can remain open after the original invoice is paid.
Workflow hold	An existing payment or submission workflow needs an operator’s review. Reconciliation does not release it.

The separate reconciliation worklists appear when reviewed evidence is available. They currently support reviewed HPS documents; other suppliers retain their existing payment review and supplier-specific tools. A lower payment-evidence count does not mean every other exception is resolved.

Reviewing a purchase order

1. Open the relevant vendor worklist and select the PO.
2. Read the explanation and the dates of the evidence.
3. Review the supplier financial timeline and original source references.
4. Compare the invoice number, PO reference, items, quantities and delivery details.
5. Resolve the specific missing evidence before changing payment or order status.

A supplier invoice can show zero balance while its association with a PO still needs review. A closed or fulfilled Shopify order does not prove that the supplier was paid, that a return was credited, or that the supplier cancelled an order. Do not resend an order to resolve a reconciliation warning.

Receipts, credits and replacements

Payment receipts need an allocation to the exact invoice. A deposit or retainer without invoice allocations cannot establish payment for an individual PO.

An applied credit and an issued credit memo are different evidence. The supplier may explicitly show credit applied to an invoice; that alone does not identify the originating memo or the unused credit remaining on the account. Keep return and credit follow-up visible even when the original payment is verified.

For replacements and cancellations, look for the final supplier confirmation. A promise to void an invoice is not the same as a completed void.

Costs, currencies and planning

Reviewed supplier costs are historical invoice charges less documented credits. They are separate from booked PO estimates, unpaid balances and purchasing forecasts. Separately purchased shipping requires its own receipt.

Historical documents sometimes lack an explicit currency. Exact invoice payment allocations can establish settlement while the cost currency remains unresolved. Stockr does not invent a currency, exchange rate or converted total to clear that gap.

Before scheduling payments, verify the supplier statement, due dates and account payment terms. Supplier integrations expose different levels of financial information; see supplier integrations.