In Microsoft Dynamics GP, when the Purchase Order (PO) total doesn’t match the subtotal, it usually indicates that the system’s summary fields have become out of sync with the line-level details. This happens because GP stores calculated totals in separate fields for performance reasons, and these can occasionally become inconsistent.
Why does this happen?
- Data corruption or incomplete updates: If a transaction was interrupted during posting or editing, the header totals may not update correctly.
- Manual changes to line items: Adding/removing lines or changing quantities/prices without recalculating can leave totals mismatched.
- Integration or third-party tools: External imports or custom scripts might bypass GP’s normal recalculation routines.
- Tax or freight changes: Adjustments to tax/freight after initial calculation can cause discrepancies.
Why run Reconcile?
The Reconcile utility in GP recalculates and updates summary fields (like subtotal, tax, freight, and total) based on the actual line items. It ensures:
- Header totals match line details.
- Prevents posting errors or incorrect financial reporting.
- Fixes issues before they cascade into Payables or Inventory.
You can run Reconcile Purchasing Documents from:
Tools → Utilities → Purchasing → Reconcile Purchasing Documents
Select the PO range and let GP rebuild the totals.
✅ Tip: If this happens frequently, check:
- Any customizations or integrations affecting POs.
- Ensure users click Redisplay or Calculate after changes.
- Run Check Links periodically to maintain data integrity.
