Vendor statement reconciliation
Reconciles a supplier statement to the company payable ledger, identifies missing invoices, unallocated payments, credits, duplicates, and timing differences, and drafts a cited dispute summary. Use for supplier statement reconciliation or AP balance confirmation.
Published Aug 21, 2026 · Updated Aug 26, 2026
Requirements
Map source columns and identifiers to the company’s finance records before the first run. Define the reporting period, currency treatment, and materiality or tolerance rules. Add relevant master data and prior-period outputs, and confirm the finance team’s terminology.
Skill document
The full SKILL.md your agent reads and follows.
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.
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