Reservation Reset Mechanism

Purchase orders in the system create a reservation that is reflected in the budget balance and in the financial reports in the system. This reservation is system-based, and therefore it will not appear in the organization’s bookkeeping system, so in practice the system is the place through which an up-to-date report can be produced regarding the company’s financial status (if the orders are not transferred to the ERP system). For example, let’s say we created an order for 100 NIS under the office expenses category, with no expenses recorded against it. The report will look like this: Reservation 100 Expenses 0. Once the invoice is associated with the order, the report will still be identical because the invoice has not yet been recorded in the books. After the invoice is recorded in the books, the report will look like this: Reservation 0 Expenses 100 How does the mechanism that resets the reservation against the new expense work? In order to avoid duplicate recording (Reservation 100, Expense 100), the system resets the reservation only against the invoice that was recorded in the books. How does the system find the invoice in the company’s books? In the export entry from the system to the books, a unique code is added. When the synchronization finds this code in a permanent batch in the books, the reset mechanism is activated. Therefore, it is very important not to delete this code from the entry. In any case, if the system finds a full match between the invoice date, invoice amount, invoice number, and supplier, the reset will also be performed, but of course it is preferable to work with the code.