Vendor statement reconciliation
Vendor statement reconciliation compares the statement a vendor sends with your accounts payable ledger for that vendor and period. In SupplierRecon, vendor and supplier name the same task. Parts of the product say supplier. The workflow also applies when your team says vendor.
The check looks for line-level agreement and leaves uncertain items for a person. It does not add a second product, connect to an ERP, or read PDF statements.
What the check means
The vendor statement is the vendor's view of your account: invoices, credits, payments, and the balance they show as open. The AP ledger is what your organization has recorded. Reconciliation is the comparison of those two exports, not a new posting and not an approval to pay.
Vendor statement and the AP ledger
One file is produced by the vendor. The other is produced inside your AP process. They can share an invoice number and still differ on amount, date, or whether a credit was applied. A matching closing balance does not prove the lines agree. The statement versus AP ledger comparison sets out who produces each file and which fields to line up.
What should be checked
- The statement and the AP export name the same vendor and cover the same period.
- References, amounts, currencies, and dates can be compared. Long invoice numbers stay text.
- Credits and sign direction are explicit. A credit is not an invoice with the sign ignored.
- If the AP export contains other vendors, those rows are out of scope until the vendor filter is confirmed.
Exact matches and items that need review
| Result | What SupplierRecon does | What remains with the reviewer |
|---|---|---|
| Exact match | Only a unique one-to-one reference, amount, and currency, after the supplier scope is confirmed and any date window is satisfied. | Validity, approval, cut-off, and payment still sit outside the match. |
| Needs review | Amount tolerance, a grouped sum, similar text, or more than one possible group stays a suggestion. | Inspect the source rows. Accept a supported treatment, or leave the item unmatched. |
| Unmatched | No eligible candidate under the confirmed rules. | Decide whether it is missing, a credit, a duplicate, a timing item, or a scope problem. |
Missing invoices, credits, duplicates, and timing
These are the usual leftovers after the unique matches are set aside. A statement invoice may be absent from the AP export. A credit may appear on only one side. The same reference may occur twice. A document date and a posting date may fall on different sides of the cut-off. SupplierRecon can label some of these for review. The label is not a finding that the item was posted twice or that a credit is unused. The reconciliation guide walks through those checks in order. The steps are the same whether the file is called a vendor statement or a supplier statement.
Workpaper and review trail
The Excel workpaper separates exact matches, reviewed matches, unmatched statement rows, and unmatched AP rows. It also keeps data warnings, exception categories, control totals by source and currency, the rules used for the run, reconciled source sheets, and a run manifest with source hashes. That file supports review. It is not an approval record, an audit opinion, or a tamper-proof attestation.