Accounting
Books that live where your orders do
Most distribution software stops at an export button and calls it accounting. PYLR runs invoicing, receivables, payables, and reconciliation in the same system that takes the order — so the books match the warehouse without anyone re-keying a thing.
No more re-keying
Invoices generate directly from orders — when a delivery goes out, the invoice reflects exactly what shipped, at the price and terms the order actually carried. There's no separate accounting clerk transcribing a packing slip into a different system days later, and no gap for a transcription error to hide in.
Receivables and payables live in the same place. Vendor bills, recurring bills, and customer invoices all sit in one ledger tied back to the orders and purchase orders that generated them, so “what do we owe” and “what are we owed” are answers, not research projects.
That connection also means an accounting problem is easy to trace. If an invoice looks wrong, the order it came from is one click away — same quantities, same customer, same pricing — instead of a separate system where the only way to check is to ask whoever wrote the order in the first place.
Bills and receipts without retyping
Forward a vendor invoice or receipt to PYLR. The Document Inbox keeps the source, extracts the vendor, dates, totals, and line details, and creates a draft bill when the evidence matches cleanly. Anything uncertain stays in Needs attention for a person to review — nothing is silently guessed or posted.
Routine paperwork becomes review work instead of data entry, while the original evidence stays beside the draft for whoever approves it.
Reconciliation without the shoebox
Bank reconciliation runs against the same transaction data the rest of the platform already has, instead of a separate import you have to line up by hand every month. Financial reports pull from live operational data, so a P&L or an aging report reflects what actually happened this week, not a reconstruction assembled after the fact.
That's a meaningful shift for whoever closes the books. Instead of waiting on operations to confirm what actually shipped before reconciling a month, the numbers are already tied together — the close is a review, not an investigation.
See what delivered samples cost
Samples at Cost reports delivered sample bottles by wine and estimates their cost using the current best-known bottle cost. Review a date range, filter by rep or revenue center, and export the report for your accounting review. Bottles with missing costs are flagged rather than treated as free.
This is a current cost estimate, not historical shipment cost or a posted ledger expense. Missing costs stay out of the known-cost total; sample returns and credits are not deducted. Use it alongside the configured sampling and billback records, not as proof of supplier reimbursement.
A clearer handoff to your bookkeeper
Give your accountant or bookkeeper dedicated Bookkeeper access, without handing over full administrator access. They can work from the accounting records behind your operation instead of chasing separate spreadsheets and emailed totals.
For a month-end inventory review, choose an as-of date to reconstruct quantities and value from stored movement and FIFO history. Review the layers behind the value, with reconstruction limits shown in the report and CSV — including missing history and later cost corrections. It is a supported reconstruction, not a frozen snapshot of the books.
1099 contractor reporting, without the year-end scramble
If contractors are part of your operation, year-end preparation should not start with a search through bank statements. Mark vendors as 1099 contractors and review their recorded payments by calendar year in one report.
See payment totals, flag missing tax IDs or addresses, and export a CSV for your accountant. The report is based on payments recorded in PYLR; payments made outside PYLR need separate review. This is reporting and preparation — not automatic tax filing.
Know which checks still need printing
New, non-voided check payments show Printed or Not printed in the payment register. Find the checks still waiting, then print unprinted checks as a batch instead of sorting through the whole register again.
Older checks without recorded print history are not labeled unprinted or swept into the batch. Print tracking stays separate from bank reconciliation: a printed check is not the same thing as a cleared check.
Keep QuickBooks if you want
Some operators run everything in PYLR. Others keep QuickBooks as the accountant's system of record — PYLR pushes invoices, customers, and purchase orders to it automatically, so QuickBooks stays current without anyone maintaining a second, manual copy of the same data. SAGE-format exports cover warehouses that need that format specifically.
Billbacks work in both directions. PYLR connects eligible sales and samples to supplier claims, then keeps awaiting-invoice, invoiced, and fully settled amounts distinct. When a downstream customer sends a billback, PYLR records it against the right supplier and product and creates linked customer credits, so the amount still to resolve stays visible. Whether books run entirely in PYLR or QuickBooks stays the system of record, the underlying orders and purchase orders driving both are identical. See how the operational side connects to it on the wine distribution software page.
Frequently asked questions
Does PYLR replace QuickBooks?
It can — invoicing, receivables, payables, bank reconciliation, and financial reports are built in. Or keep QuickBooks: PYLR pushes invoices, customers, and purchase orders to it automatically, so the books stay current either way.
Where do invoices come from?
From the orders themselves. When an order is delivered, its invoice reflects exactly what shipped — quantities, prices, terms — with no manual transcription step to get wrong.
Can PYLR turn bills and receipts into drafts?
Yes. PYLR's Document Inbox keeps the source, extracts the accounting details, and creates a draft vendor bill when the evidence matches cleanly. Anything uncertain stays in Needs attention for a person to review; it is not silently guessed or posted.
Can it handle supplier billbacks?
Yes. PYLR connects eligible sales and samples to supplier claims, then separates claims awaiting invoice, invoiced claims, and fully settled claims. It also records downstream customer billbacks against the right supplier, product, and customer invoice.
We have an outside accountant — what do they get?
Dedicated Bookkeeper access gives your accounting help the accounting tools they need without full administrator access. Reconciled accounts, financial reports, and exports come from the same operational records; you can also keep QuickBooks as your accountant's system of record.
Can we review inventory value at a past date?
Yes. Choose an as-of date to reconstruct inventory quantities and value from the movement and FIFO history stored in PYLR. The report and CSV explain reconstruction limits, including missing history and later cost corrections. It is not a frozen historical snapshot.
Does PYLR help with 1099 contractor reporting?
Yes. Mark vendors as 1099 contractors, review their recorded payments by calendar year, flag missing tax IDs or addresses, and export a CSV for your accountant. The report uses payments recorded in PYLR; payments made outside PYLR need separate review. It supports preparation and review, not automatic tax filing.
Can we see which checks still need printing?
Yes. New, non-voided check payments show Printed or Not printed, so you can find checks still waiting and print unprinted checks as a batch. Older checks without recorded print history are not labeled unprinted or included in that batch. Print tracking is separate from whether a check has cleared the bank.
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