Compare a supplier statement with your books

Before you start

Ask the vendor for their statement of account as a CSV or Excel file. It needs a Date column and an Amount column (or Debit and Credit columns), like a bank statement. A Reference column helps the matching.

Steps

1. Open Accounting, choose Reconciliation, then open the Partner Statements tab.
2. Keep Supplier statement selected, then pick the vendor: type a few letters in Supplier and choose it. (Choose Customer statement to check a customer's statement the same way.)
3. Click Choose File next to Their statement (CSV / Excel) and pick the file. The page tells you how many lines it read, and sets the dates from the file.
4. If their statement shows what you owe them as a positive amount, tick Signs are the other way round. Check Period, then click Compare. Lines are matched on the amount first, then on the reference or document number, then on the nearest date (within 10 days).
5. Read the summary: Matched lines, lines Only on their statement, lines Only in our books, and the Balance: ours / theirs.
6. Use the buttons above the list - All, Matched, Only on their statement, Only in our books - to look at one group. A line only on their statement is usually a bill you have not recorded yet. A line only in your books is a bill the vendor has not recorded, or one that is dated outside the period.

What happens next

Record any missing bill with Record a vendor bill, then compare again.