Supplier Statement Reconciliation Example
To reconcile a supplier statement in Excel, compare the supplier’s open items with your accounts payable ledger as of the same date. Match invoice references and signed amounts, then review any missing invoices, duplicate references, and credits before updating the ledger.
This fictional October example gives you both inputs and the finished four-sheet workbook.
- Download the supplier statement PDF Two pages, five transactions
- Download the AP ledger CSV Five rows, including a duplicate reference
- Download the finished Excel report Summary, Exceptions, Matched, and Source Rows
What the reconciliation found
| Reference | Result | What to check |
|---|---|---|
| INV-00104 | Amount mismatch | Supplier shows $420 on page 1. Ledger line 2 shows $400. The signed difference is +$20. |
| INV-00105 | Matched | The unique reference and signed amount of $185 agree. |
| INV-00106 | Missing in ledger | Supplier lists $260. Check whether the invoice arrived or was posted after cutoff. |
| INV-00107 | Duplicate review | Two ledger lines show $110. Review both entries before confirming a match. |
| CR-00108 | Credit review | Supplier shows a $25 credit. Check whether it was posted or applied to another invoice. |
| INV-00109 | Missing on statement | Ledger shows $90. Check statement timing or payment allocation. |
The source totals are $950 on the statement and $895 in the ledger, a signed difference of +$55. That total includes the unresolved duplicate and credit. Use the Exceptions and Source Rows sheets to see the reason and location for each item.
How to reproduce the report
- Open Reconcile and choose the sample PDF as the supplier statement and the CSV as the accounts payable ledger.
- Preview PDF pages 1–2 with header row 2. Preview the CSV with header row 1.
- Set supplier to Sample Supply Co., currency to USD, and cutoff to October 31, 2026. Select Open items, Outstanding balance, and My exports are already filtered.
- Confirm the Reference, Amount, Date, and Type mappings on both sides. Keep the signs as shown. Run reconciliation and download the Excel report.
What if the statement is a scan?
Use the original digital PDF, an OCR export with selectable text, or a CSV or Excel version of the statement. Compare the same supplier, currency, cutoff, and amount basis on both sides.
See the recurring supplier layout setup for the planned service scope.