Vendor statement reconciliation
Statement versus ledger or AP aging.
Accounts payable
AP teams already have invoices in a system. The leftover work is the statement that does not agree, the GRN that never arrived, and the duplicate that posted twice.
Sample preview
Fictional vendor. Demonstration data.
| Reference | Counterparty | Amount | Status | Note |
|---|---|---|---|---|
| INV-4412 | Harbor Supplies | $2,180.00 | Missing invoice | On statement, not in AP |
| CR-118 | Harbor Supplies | $240.00 | Missing credit | Credit memo not in ledger |
| INV-4388 | Harbor Supplies | $960.00 | Duplicate | Posted twice in AP |
| PO-1044 | Harbor Supplies | $1,850.00 | Missing GRN | Invoice without receipt |
Statements arrive as Excel. Internal AP is a different export. Someone highlights both. Missing invoices, missing credits, duplicates, and payment differences hide in the rows that almost match. Doing that for many vendors is the month.
The spreadsheet work this audience already does.
Statement versus ledger or AP aging.
Pair invoice numbers, amounts, and dates with optional grouped payments.
Quantity and price checks on procurement exports.
Repeated invoices and credits that only one side shows.
Paid amount that is not the open item.
Matched invoices are available. The queue is the rest.
Apply one recipe across a set of statements in the same format.
Harbor’s statement layout does not need remapping every month.
Send AP or the vendor a structured exception list.
Open the product pages that usually sit next to this audience’s work.
Compare supplier statements to AP and find missing invoices, credits, and payment differences.
Three-way check purchase orders, invoices, and goods received notes from spreadsheet exports.
Work the rows that did not match — status, comments, assignment, and history.
Exact, tolerance, fuzzy, partial, 1:N, N:1, and N:N matching with visible rules.
Schedule a saved configuration. A worker runs it. People still review exceptions.
Turn run results into Excel, PDF, and management packs a reviewer can open.
Thirty statements, one recipe. Fifteen finish clean. Fifteen have exceptions: a missing GRN on PO-1044, a credit not in AP, a $40 payment difference. Those fifteen queues are the work.
Step 1
Statement plus AP export, or PO, invoice, and GRN for a three-way check.
Step 2
Matches and leftovers are stored on the run.
Step 3
Assign missing invoices, request the GRN, or note the payment difference.
AP is high volume and format-repetitive. A recipe plus a queue is how thirty vendors stay reviewable. AuditExport does not post payables or issue payments.
No. It checks the spreadsheet exports you already use.
Yes. Upload PO, invoice, and receiving files when that is the question.
Yes, when 1:N matching is enabled and the amounts support the group.
Upload the statement and the AP export. Review only what did not match.