Master your daily certification and allocation workflow
Reconciliation is your central hub for managing organic product flow. It's where you:
Why this matters: Every organic transaction must have full traceability for USDA compliance. Reconciliation ensures each sale can be traced back to a specific certified lot from a specific supplier.
Click Reconciliation in the main menu at the top of your dashboard.
The reconciliation page has two tabs:
Items that need your action - purchase orders awaiting certification and sales orders needing allocation.
Historical view of certified purchase orders and allocated sales orders (up to 50 most recent items).
Within the Pending tab, you'll see three collapsible sections:
When you receive organic products from a supplier, you must certify the purchase order by adding lot information. This creates an "organic lot" in the system that can be allocated to sales orders.
In the "Incoming Purchase Orders" section of the Pending tab, you'll see a list of POs that need certification. Click on any row to expand it with an AJAX inline form.
Exclude Button: If a PO was cancelled in your accounting system, click the "Exclude" button to remove it from your pending list without certifying it.
The expanded view shows:
For each organic line item, you must provide:
LOT-2025-001
The unique lot number from your supplier's label or certificate
2025-12-31
Critical for FEFO allocation - expires soonest are allocated first
Check this if you've physically received the shipment
Click "✓ Certify & Submit"
What happens next:
Most sales orders are automatically allocated using FEFO. You only need to manually allocate when:
In the "Outgoing Sales Orders" section of the Pending tab, click on any SO that needs allocation. The row will expand with an inline allocation form.
Exclude Button: If a sales order was cancelled in your e-commerce system, click the "Exclude" button to remove it from your pending list without allocating inventory.
The expanded view shows:
For each line item, you'll see available lots:
LOT-2025-001
Expires: 2025-06-30
Available: 50 lbs
FEFO: Expires FirstLOT-2025-002
Expires: 2025-12-31
Available: 100 lbs
Tip: Allocate from the first lot (FEFO recommendation) unless you have a specific reason to use a different lot
Click "✓ Allocate & Submit"
What happens next:
Customer orders 75 lbs, but LOT-2025-001 only has 50 lbs available:
The Reconciled tab shows your completed work - purchase orders you've certified and sales orders you've allocated. This is your historical record of organic product flow.
View the last 50 purchase orders you've certified with:
View the last 50 sales orders you've allocated with:
Each reconciled item has an "Edit" button for corrections.
Note: Editing reconciled items affects audit trail integrity. When you click Edit, you'll be prompted to contact support@organiko.ai to make corrections with proper audit logging.
If a purchase order or sales order was cancelled in your accounting/e-commerce system after syncing to Organiko.ai, use the Exclude button to remove it from your pending list without certifying or allocating it.
In the Pending tab, find the purchase order or sales order that was cancelled in your source system.
Each pending item has a red "Exclude" button on the right side.
Click it to mark the order as excluded.
A confirmation dialog will appear asking: "Are you sure you want to exclude this purchase order? This is for cancelled orders only."
Click OK to confirm.
The "Recently Auto-Matched" section shows sales orders that were automatically allocated by Organiko.ai without requiring your input.
A sales order is auto-matched when:
Why This Matters: Auto-matching saves you time! Most orders (typically 80-90%) are allocated automatically. You only need to handle edge cases.
Morning: Check Reconciliation
Log in and go to Reconciliation page
Certify New Purchase Orders
Add lot numbers and expiration dates for received shipments (5-10 minutes)
Allocate Pending Sales Orders
Handle any orders that need manual allocation (5-10 minutes)
Done!
Everything else happens automatically. Check back tomorrow or when you receive notifications.
Time Investment: Most users spend 10-20 minutes per day on reconciliation. The rest is automated!
Contact support@organiko.ai to correct a lot number. We'll update the record while maintaining audit trail integrity.
Yes! Leave "Mark as delivered" unchecked. You can update the inventory later when it arrives. This is useful if you have the lot number from an advanced shipping notice.
Sales orders that can't be fulfilled will remain in the "Pending" section with a warning. You can partially allocate what you have available, and allocate the rest when new inventory arrives.
When manually allocating, you can choose any lot - not just the one that expires first. Simply enter quantities in the lot you prefer. However, FEFO is recommended for compliance and freshness.
Start certifying and allocating now
See your traceback and mass balance reports
Questions about reconciliation?
Contact Support: support@organiko.ai