Reconciling Fulfilled Cost Against Vendor Invoices
How the Fulfilled total on an order is built, what Not tracked means, and how to compare Fulfilled with Invoiced and correct whichever side is wrong.
Fulfilled is what an order really cost, built from what you recorded as arriving and working. Invoiced is what the vendor billed. Putting the two side by side is how you catch the radios that were billed but never came, or the extra hours that were worked but never billed.
How the Fulfilled Total Is Built
An order's Fulfilled figure comes from the best evidence the order has:
- From actuals. As soon as an order has a receipt, Fulfilled is the sum of what was received against it: each pooled or expendable item at its cost quantity (after any true-up), and each serialized slot at the cost of its actual schedule, including people who were replaced.
- From the invoice. An External order with no receipt but with an invoice on file stands in with what was invoiced.
- From the order. Otherwise, the order's own estimated cost stands in. This is the only fallback for an Internal order, which never has an invoice.
Only the first is a record of what happened. The order's Fulfillment tab shows Coverage (needs fully filled out of the order's lines), Estimated, and Fulfilled; when Fulfilled does not rest on actuals it reads Not tracked rather than showing a borrowed number as if it were measured.
Correcting a receipt, a true-up or an actual block changes Fulfilled straight away, even long after the invoice arrived. Nothing is frozen.
Compare Fulfilled With Invoiced
On an External order whose Fulfilled total rests on actuals, the Fulfillment tab shows a Reconciliation panel with both totals and a plain statement: "Fulfilled and Invoiced agree", or the amount they differ by. Below it, Evidence history counts the receipts and invoices on the order and gives the latest date of each, so you can see whether one side is only ahead of the other.
A difference is a question, not a verdict. Actuals are typed by a person in the middle of a load-in, and the vendor's invoice is sometimes the more accurate record. The panel gives both answers equal weight:
Check the invoice
Or check the actuals
Select Correct the actuals. Every row that has received items is highlighted and the slot rows open up, so you can fix a received quantity, a true-up or a slot's actual schedule. Select Finish reviewing actuals when you are done.
There is deliberately no button that sets one number equal to the other. If the invoice is right, correct the actuals so the record says what really happened; if the actuals are right, the difference is what you take up with the vendor.
Internal orders have no invoice, so the Reconciliation panel never appears on them. Their Fulfilled total is still worth watching against Estimated to see what your own crew and gear really cost.