Reconciler Supplier Guide

Last Edited on

Sales Dashboard

The Reconciler Module allows Suppliers to view and pay administrative fees associated with sales against their contracts in a dashboard summary.


Article Table of Contents:

Tool Access (Navigation)
Review Fees
Zero ($0) Dollar Reports
External Fees
Pay Fees


Terms Definitions:

  • Reconciler = PHI tool that allows vendors to track and pay administrative/convenience fees on contracts or price agreements they have with the state.
  • Master Blanket Purchase Order (MBPO) = Contract or agreement as stored in ePro.
  • VSR = Vendor Submitted Report.
  • VCAF = Vendor Collected Administrative Fee.
  • Supplier Convenience Fee = Alternative term to the above VCAF.
  • NIC = Payment processing service used to collect payments.


This manual will explain the following responsibilities of the Supplier:

  • Review and edit administrative fees to be paid
  • Submit zero-dollar reports for periods where no items were purchased
  • Bulk upload new sales transactions from purchasing organizations outside the system
  • Pay administrative fees via ACH payments
  • View a history of all sales reports that have been paid


Navigating to sales dashboard

After signing into their Supplier Portal, the user is presented with their usual home screen where they can see their Bids, PO’s, invoices etc.


STEP 1: Click green Pay button

The button may be named differently for each system, but it will always start with the word “Pay ___” and be located at the top right of the screen.




The Sales Dashboard will open in a new browser tab. The Supplier can review fees, pay fees, and bring up sales reports from the dashboard.




Review fees

The Reconciler Module allows Suppliers to review and certify the accuracy of sales and associated admin fees.


Navigate to needs review contract summary view

The “Admin Fee – Needs Review” box shows the total amount of fees needing review. The “Review Now” button leads to the Contract Summary View screen.


STEP 1: Click Review Now

This will bring up the Contract Summary View screen with the status defaulted to “Needs Review” items.




Filter contract summary view

The Contract Summary view allows the user to switch between all entities that have reported fees and drill down into individual contracts. The user can also filter which contracts are displayed.


STEP 1: Select the desired reporting entities

The left and right arrow will switch between different reporting entities. The user can also check the “Select all Entities” checkbox to view them all at once.




STEP 2: Filter the results grid further

Additional filter dropdowns above the grid allow the user to filter by entity, payment status, and review status. When reaching this screen via the “Review Now” button the Review Status defaults to “Needs Review.”




Select item(s) to review


STEP 1: Select items in grid to review

The user can select items in the grid one at a time using the checkbox on each line item. They can also check the “Select All” box at the top to review multiple items at once. The number of items selected appears in parenthesis next to the “Review All” button.




STEP 2: Click Review All or Needs to Review

To review an individual line item the user can click the “Needs Review” button for that line item. To review all selected items the user can click the “Review All” button. This will open the Sales Summary View.




Review sales

The Sales Summary view lists sales requiring review and allows the user to drill down to see the fees associated with each line item.


STEP 1: Select reporting period and Contract

The reporting period and Contract ID are indicated at the top. If the user selected multiple contracts to review at once they would be available from the dropdowns at the top of the screen.




STEP 2: Click View and Edit Details




STEP 3: Verify fee amounts are correct

The Sales Detail View allows the user to view individual line items for each sale. This sale came directly from the system so it cannot be edited or deleted.




STEP 4: Click Download

Clicking the “Download” button will export a .csv file containing all sales and fees for the current contract. The file will appear in the normal download location for the browser.




STEP 5: Click X to return to Sales Summary View




STEP 6: Scroll down and check certification checkbox

If everything looks correct the user can scroll to the bottom of the Sales Summary View screen and check the box to certify that the fees listed are accurate and complete.


Note: If additional fees from outside the system need to be added skip to the section of this manual on uploading and adding fees before completing this step.




STEP 7: Click Reviewed & Exit

Clicking the “Reviewed & Exit” button will mark this contract as reviewed and return to the Contract Summary View. If the user had selected multiple contracts to review they can select “Reviewed & Next” to mark the current contract as reviewed and proceed to the next contract within the Sales Summary View.




Submit zero-dollar reports

Suppliers can submit zero-dollar reports for reporting periods where no items were purchased off a particular contract.


Submit a zero-dollar report

The user follows the same steps except an additional checkbox will appear at the end to verify the user is submitting a zero-dollar report.


STEP 1: Click Review Now




STEP 2: Click Needs Review

Note the total sales and admin fees are zero for this item.




STEP 3: Check Report $0 in sales for the selected reporting period

Note there are no sales listed to review. In this case the “Report $0” checkbox will appear.




STEP 4: Check certification checkbox


STEP 5: Click Reviewed & Exit




Add additional fees from outside the system

The user can add additional fees that were not captured by the system. This can be done by uploading in bulk. Individual line items can also be added and edited.


Bulk upload sales transactions

Sales transactions can be uploaded in bulk from the Sales Summary View by downloading a .csv template, filling in the sales and uploading.


STEP 1: Click add additional sales transactions

From the Sales Summary View click the plus icon to expand this section.




STEP 2: Click download template.csv




STEP 3: Open template

The .csv file can be opened in Excel or the user’s program of choice.




STEP 4: Fill in template with sales information

Leave the headers intact in the first row. Enter the date in the format indicated. Excel may remove leading and trailing zeros on dates and dollar amounts, but the import will still work correctly.


Note: if the user does not know the Organization ID or needs to add a new organization refer the next sections on lookup and adding.




STEP 5: Save the file or Save As to rename




STEP 6: Click Upload .csv




STEP 7: Select the file and click Open




The file will appear next to the Upload button and the new line item will appear in the grid.




Lookup and add purchasing organizations

If the user does not know the Purchasing Organization ID, they can look it up. If the organization is not listed the user can add it and a new ID will be assigned automatically.


STEP 1: Click Don’t know the Purchasing Organization ID number?

If needed this will allow the user to lookup or add a new Purchasing Organization ID which is required for the bulk upload template.




STEP 2: Select Organization State, Name, and Department

The user can click on the field to select from existing options. Selecting each dropdown will populate the dropdown below.




The user can also begin typing in the Organization Name and Department Name fields and the options will be narrowed as they type. This will allow them to find and select the correct option more quickly.




STEP 3: Click ADD to add new Organization Name and Department (if needed)

If the desired Organization Name or Department Name does not appear in the dropdown, the user can click “ADD” to add the name they typed to the list.




If a new Organization Name is added, then at least one new Department Name is required within that Organization. New Department names can also be added within existing Organizations.




Step 4: Click SAVE (if needed)

If a new Organization Name or Department Name is added, the user must click “SAVE” to generate the new Purchasing Organization ID.




STEP 5: Copy the Purchasing Organization ID

Left click and hold to highlight the ID. Then right click over the ID and select copy. Then paste the ID in the first column of the upload template as described below.




Edit sales line items

Sales transactions that were uploaded in bulk or added manually can be edited by the user.


STEP 1: Click View & Edit Details

Select a sale that was uploaded in bulk.




Notice the line items are blue, indicating they can be edited:




STEP 2: Double click any blue value to edit




STEP 3: Enter new value then click anywhere outside the table




The new value is saved and the admin fee updates automatically.




Delete sales line items

Sales transactions that were uploaded in bulk or added manually can be deleted by the user.


STEP 1: Select one or multiple lines

Lines must have blue text to be deleted.




STEP 2: Click Delete




STEP 3: Click Delete on popup to confirm

Lines will be deleted. If all line items for a sale are deleted that sale will be removed from the list.




Add sales line items

Individual line items can be added manually.


STEP 1: Click Add




STEP 2: Fill in each field




STEP 3: Click Save




Return to sales dashboard

Returning to the previous screen or closing a popup can usually be done by clicking the X at the top right of the screen. The following steps show how to return to the Sales Dashboard from the Sales Details View.


STEP 1: Click X




STEP 2: Click X




STEP 3: Click Sales Report

The user can return to the main Sales Dashboard by clicking “Sales Report” when it is visible at the top.




Edit previously reviewed contracts

Items that have been marked reviewed but have not yet been paid can still be edited.


STEP 1: Click Review Now




STEP 2: Set Review Status to All

If the Payment Status is also set to “All” note that the first item which has already been paid no longer has an “Edit” option. Paid items cannot be edited.




STEP 3: Click Edit

Click Edit on the contract line that needs to be modified and make changes as outlined in previous steps. When done making changes the item will no longer be marked reviewed.




STEP 4: Check certification checkbox and click Reviewed & Exit

Because changes were made the user will need to certify and mark reviewed again.




Pay fees

Navigate to pay now contract summary view

The second box in the dashboard lists the total amount of fees currently needing to be paid. As shown below the “Admin Fee - Needs Review” box now shows a balance of zero since those items were marked reviewed in the previous steps. The “Admin Fee - Ready to Pay” now shows a balance ready to be paid.


STEP 1: Click Pay Now

This will bring up the Contract Summary View screen with the status defaulted to “Needs Review” items.




Select item(s) to pay


STEP 1: Select items in grid to pay

The user can select items in the grid one at a time using the checkbox on each line item. They can also check the “Select All” box at the top to pay multiple items at once.




STEP 2: Click Pay All or Pay

To pay an individual line item the user can click the green “Pay” button for that line item. To pay all selected items the user can click the blue “Pay All” button.




Process payment

After clicking “Pay” the user is taken to the “Pay your Fees” screen to process their payment.




STEP 1: Select Payment Type

Select the Payment Type from the dropdown. Check the box if the payment is being funded by a foreign source. A message may appear indicating that type of payment cannot be accepted.




STEP 2: Click Next




STEP 3: Complete Customer Information

Required fields are indicated by an asterisk. This information may already be populated based on the user’s profile information. It can be changed here if needed.



STEP 4: Click Next




STEP 5: Enter Payment Info

Required fields are indicated by an asterisk.




STEP 6: Click Next




STEP 7: Scroll to bottom of Terms and Check Yes




STEP 8: Click Submit Payment

The user can also click “Cancel” at any time before submitting to cancel the payment process.




STEP 9: Click Print

A Receipt confirmation indicates the payment was successful. The user can print the receipt if needed.




STEP 10: Click Continue

After reviewing the receipt click “Continue.”




STEP 11: Click Print Receipt or Back to Sales Report

The user is presented with another chance to print the receipt or return to the sales report.




View payment and report history

All previously paid and submitted fee reports are available to be viewed.


Navigate to payment & report history

The third box in the dashboard allows navigation to previously submitted and paid reports.


STEP 1: Click View Now

This will bring up the Contract Summary View with the payment Status defaulted to “Paid” and the Review Status defaulted to “Reviewed.”




STEP 2: Review paid reports

This view also allows the user to filter by payment and review status.



Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request


Article is closed for comments.