Reconciling supplier statements

Reconciling a supplier statement tells you whether your records agree with your supplier's. It surfaces invoices you have not received, credits you have not been given, and payments neither side has recorded. This guide explains how to reconcile a statement in Zudello.

Best practices

To get a clean reconciliation:

• Reconcile each key supplier on a regular cycle, such as monthly
• Process all invoices and credit notes for the statement period before you start
• Follow up any discrepancies while the statement is still current

Opening a statement for reconciliation

Reconciling begins with getting the document into Zudello. For help with uploading, see Uploading purchasing documents.

1. Go to the Purchasing module and open the Statements submodule.
2. Open the statement you want to reconcile.
3. Check the extracted header details against the original document, including the supplier and the Date issued. A statement cannot be reconciled until a supplier is matched.
4. Review the statement lines. Each line is an Invoice, a Credit or a Payment.
5. Click Next.

Zudello opens the reconciliation screen. If you come back to a statement you have already completed, the button reads View reconciliation instead.

Matching lines

The reconciliation screen shows two columns side by side. Your supplier's statement is on the left, and Your records on the right lists the invoices and credit notes Zudello holds for that supplier.

Zudello matches what it can automatically before you arrive. To understand how it decides, see How automatic statement matching works.

To link the rest:

• Click an item in one column, then click the item you want to link it to
• Or drag an item onto the one you want to link it to
• Click Auto-match to run automatic matching again, which is useful after you have processed a missing invoice

Use the Search box above Your records to find a specific document by document number, purchase order number or reference. Each column heading shows counts for All, Matched and Not matched, along with the total outstanding for that column.

Payment lines do not need to be matched.

Finishing the reconciliation

When every invoice and credit line is matched, click Reconcile. The statement moves to Completed.

If lines are still unmatched, Reconcile is not offered. Instead you can:

• Request copies, which starts an email to your supplier listing the lines you could not match
• Back, which returns the statement to review so you can correct the extracted lines

Reconciling regularly keeps your supplier ledgers accurate and surfaces problems while they are still easy to resolve.

Need help?

Contact your organisation administrator or Zudello support for assistance with statement reconciliation.