How to reconcile a supplier statement

A reliable reconciliation works transaction by transaction. The objective is to explain every difference between what the supplier reports and what your ledger contains.

Reconcile a supplier statement

1. Gather and prepare both records

Obtain the statement and export the relevant supplier transactions from the purchase ledger. Confirm that both cover an appropriate period and include references and gross values.

2. Compare references and amounts

Match exact invoice and credit-note references first. For each shared reference, compare the signed amount. Keep duplicate references separate for review rather than pairing them casually.

3. Investigate the exceptions

Review statement-only invoices, ledger-only entries, amount differences and duplicate references. tallyvero performs these strict checks from two spreadsheets and keeps the original rows available for inspection.

The eight-step process

Obtain the supplier statement. Confirm the supplier, entity and covered period.
Export the purchase ledger. Include references and signed transaction amounts.
Compare invoice and credit references. Start with exact references.
Check amounts. Confirm both value and sign.
Identify statement records missing from the ledger.
Identify ledger records missing from the statement.
Check duplicates and ambiguous references. Do not force a match.
Investigate differences. Verify source documents before posting or changing records.

Reference formatting needs judgement

Real exports may add prefixes, suffixes or spacing. Similarity alone is not proof of correspondence. tallyvero starts strictly and can suggest narrow, visible transformations; nothing changes until the user approves a rule.