Vendor statement reconciliation

Purpose

Reconcile a supplier’s closing statement balance to the payable ledger and explain every unmatched invoice, payment, credit note, fee, duplicate, and date cut-off difference.

Scope

Compare statement lines with invoice register, AP ledger, payment register, credit-note register, goods-receipt or approval evidence, and the prior reconciliation for the same supplier and statement date.

Excluded: posting journals, approving invoices, releasing payments, contacting the supplier, and deciding tax or legal treatment.

Data basis

• Supplier statement with statement_line_id, document_number, date, due_date, debit, credit, and running_balance.
• AP ledger with invoice_id, supplier_id, invoice_number, invoice_date, amount, currency, open_balance, and status.
• Payment register, credit notes, receipt evidence, and prior reconciliation.

Result

A line-level reconciliation sheet, balance bridge, unmatched-item register, and dispute summary with source citations and proposed internal resolution status.

Quality criteria

• Statement opening plus debits minus credits equals the stated closing balance.
• Each statement line is matched once or labelled unmatched, duplicate, or ambiguous.
• Payments and credits are not applied twice and retain value date and reference.
• Ledger balance plus documented timing or missing items explains the statement difference.
• Every dispute candidate cites statement line and ledger or payment row.

Instructions

Match exact supplier document number first, then amount and date within the configured tolerance; never match by amount alone when two candidates exist. Keep currencies separate. Classify unmatched lines as missing AP invoice, unallocated payment, unapplied credit, duplicate, timing difference, fee, or unresolved. Build the balance bridge from the statement closing balance, not from an assumed ledger total. Preserve negative credits as credits.

Adapt before use

• Map statement, ledger, payment, credit-note, receipt, and prior-reconciliation fields.
• Set statement date, date and amount tolerances, currency rules, and matching precedence.
• Define internal statuses, materiality threshold, and required evidence for dispute candidates.