corticalepilepsyladyofthehouse956 Invoice reconciliation
Match invoices to their source records and explain every difference.
When to use this
Accounts-payable work: an invoice exists and something about it needs checking
against another record. Not general document extraction — that is pdf-extract.
Procedure
- Establish the matching key. Purchase-order number is the strongest; fall back to supplier plus date plus amount, and say when you have done so.
- Compare line by line, not by total. Two errors that cancel out produce a matching total and a wrong invoice.
- Check tax separately from net. A VAT rate applied to the wrong base is the most common real discrepancy and is invisible in the gross figure.
- Report every difference with its amount and its cause. "Mismatch" is not a finding; "line 4 billed 12 units at the 10-unit price, £340 over" is.
Currency handling
Never convert silently. If the invoice and the purchase order are in different currencies, report the rate used and the date it applies to.