Supplier Statements

Supplier Statements provide account reconciliation tools to compare your records with supplier account statements.

Overview

Supplier Statements enable you to:

• Reconcile supplier accounts
• Compare statement balances
• Identify discrepancies
• Track outstanding items
• Generate reconciliation reports
• Manage disputes

Accessing Supplier Statements

Navigate to Purchase → Statements from the main menu.

Statement List

Viewing Statements

Supplier Statements

Filter: [All Suppliers ▼] [Status ▼] [Date Range ▼]

┌────────────────────────────────────────────────────────────────┐
│ Supplier         │ Statement Date│ Balance    │ Our Balance │ Var│
├────────────────────────────────────────────────────────────────┤
│ ABC Electronics  │ Jan 31, 2026 │ $12,456.78 │ $12,456.78  │ ✓ │
│ Global Parts     │ Jan 31, 2026 │ $8,234.56  │ $8,234.56   │ ✓ │
│ Tech Supplies    │ Jan 31, 2026 │ $5,890.00  │ $5,678.90   │ ⚠️ │
│ Quality Mfg      │ Jan 31, 2026 │ $15,678.90 │ $15,678.90  │ ✓ │
│ Fast Freight     │ Dec 31, 2025 │ $2,345.67  │ $2,345.67   │ ✓ │
└────────────────────────────────────────────────────────────────┘

Reconciled: 4
Variances: 1

[+ New Statement]

Recording Statements

Enter Statement

1. Click New Statement
2. Select supplier
3. Enter statement date
4. Input balance and details
5. Compare and reconcile

Statement Entry Form

Enter Supplier Statement

Supplier: [Select Supplier ▼]
Statement Date: [01/31/2026]
Statement Number: [_________________]

Supplier Selected: Tech Supplies

Statement Balance:
├─ Opening Balance: $[3,456.78]
├─ Total Charges: $[5,678.90]
├─ Total Payments: $[3,245.78]
└─ Closing Balance: $[5,890.00]

Statement Period:
├─ From: [01/01/2026]
└─ To: [01/31/2026]

Upload Statement (optional):
[Choose File] statement_jan2026.pdf

[Cancel] [Save and Compare]

Statement Reconciliation

Comparison View

Statement Reconciliation: Tech Supplies

Statement Date: January 31, 2026

Balance Comparison:
┌────────────────────────────────────────────────────────────────┐
│                    │ Supplier    │ Our Records │ Variance     │
├────────────────────────────────────────────────────────────────┤
│ Opening Balance    │ $3,456.78   │ $3,456.78   │ $0.00        │
│ Charges/Invoices   │ $5,678.90   │ $5,467.80   │ $211.10 ⚠️   │
│ Payments/Credits   │ $3,245.78   │ $3,245.68   │ $0.10        │
│ Closing Balance    │ $5,890.00   │ $5,678.90   │ $211.10 ⚠️   │
└────────────────────────────────────────────────────────────────┘

Variance: $211.10 (Supplier shows higher balance)
Status: Unreconciled

[View Details] [Create Adjustment] [Mark Reconciled]

Transaction Matching

Transaction Matching: Tech Supplies

Unmatched Items - Supplier Statement:
┌────────────────────────────────────────────────────────────────┐
│ Date      │ Reference    │ Description      │ Amount          │
├────────────────────────────────────────────────────────────────┤
│ Jan 15    │ INV-TS-5678 │ Parts Order      │ $211.10         │
└────────────────────────────────────────────────────────────────┘

Unmatched Items - Our Records:
┌────────────────────────────────────────────────────────────────┐
│ Date      │ Reference    │ Description      │ Amount          │
├────────────────────────────────────────────────────────────────┤
│ (No unmatched items in our records)                            │
└────────────────────────────────────────────────────────────────┘

Analysis:
├─ Supplier shows invoice INV-TS-5678 for $211.10
├─ We don't have this bill recorded
└─ Action: Verify if invoice was received

Possible Actions:
○ Record missing bill
○ Dispute as not received
○ Request invoice copy from supplier

Matched Transactions

Matched Transactions

Invoices:
┌────────────────────────────────────────────────────────────────┐
│ Date      │ Supplier Ref │ Our Ref       │ Amount  │ Status   │
├────────────────────────────────────────────────────────────────┤
│ Jan 5     │ INV-TS-5670 │ BILL-2026-023│ $1,234.56│ ✓ Match  │
│ Jan 10    │ INV-TS-5672 │ BILL-2026-034│ $2,345.67│ ✓ Match  │
│ Jan 18    │ INV-TS-5675 │ BILL-2026-045│ $1,887.57│ ✓ Match  │
└────────────────────────────────────────────────────────────────┘

Payments:
┌────────────────────────────────────────────────────────────────┐
│ Date      │ Supplier Ref │ Our Ref       │ Amount  │ Status   │
├────────────────────────────────────────────────────────────────┤
│ Jan 12    │ PMT-45678   │ PAY-2026-045 │ $3,245.68│ ≈ $0.10  │
└────────────────────────────────────────────────────────────────┘

⚠️ Payment has $0.10 variance (rounding)

Variance Resolution

Investigate Variance

Variance Investigation

Supplier: Tech Supplies
Variance: $211.10

Variance Type:
○ Missing invoice (supplier has, we don't)
● Timing difference
○ Duplicate payment
○ Incorrect amount
○ Disputed item
○ Other

Investigation Notes:
[Invoice INV-TS-5678 dated Jan 15 not yet received ]
[in our records. Requested copy from supplier.      ]

Resolution Plan:
○ Record adjustment
○ Request documentation
○ Dispute item
● Waiting on response

Follow-up Date: [02/05/2026]
Assigned To: [John Smith ▼]

[Save Investigation] [Resolve Variance]

Create Adjustment

Create Statement Adjustment

Supplier: Tech Supplies
Variance: $211.10

Adjustment Type:
○ Record missing invoice
○ Write off small difference
● Record as timing difference
○ Create dispute

Adjustment Details:
├─ Amount: $211.10
├─ Account: [AP Adjustments ▼]
├─ Reason: Timing - Invoice in transit
└─ Reference: INV-TS-5678

Notes:
[Invoice received but not yet processed. Will clear]
[in February reconciliation.                        ]

Approval Required: Yes (> $100)
Approver: [Finance Manager ▼]

[Cancel] [Submit Adjustment]

Dispute Management

Log Dispute

Log Statement Dispute

Supplier: Tech Supplies
Item: INV-TS-5678 - $211.10

Dispute Reason:
○ Invoice not received
○ Goods not received
○ Price discrepancy
● Quality issue (credited)
○ Duplicate charge
○ Other

Dispute Details:
[These items were returned under RMA-TS-2026-123   ]
[and should have been credited. Credit note         ]
[pending per supplier.                              ]

Supporting Documents:
[+ Attach Files]
├─ return_authorization.pdf
└─ shipping_confirmation.pdf

Expected Resolution:
├─ Credit Note: $211.10
├─ Expected Date: Feb 10, 2026
└─ Supplier Contact: [email protected]

[Cancel] [Log Dispute]

Dispute Tracking

Open Disputes

┌────────────────────────────────────────────────────────────────┐
│ Supplier      │ Amount   │ Reason       │ Opened  │ Status    │
├────────────────────────────────────────────────────────────────┤
│ Tech Supplies │ $211.10  │ Return Credit│ Jan 25  │ Pending   │
│ ABC Electronics│ $56.78  │ Price Error  │ Jan 20  │ Resolved  │
│ Global Parts  │ $123.45  │ Not Received │ Jan 15  │ In Review │
└────────────────────────────────────────────────────────────────┘

Total Disputed: $391.33

[View Details] [Update Status] [Close Dispute]

Statement History

Historical Statements

Statement History: Tech Supplies

┌────────────────────────────────────────────────────────────────┐
│ Period     │ Statement   │ Our Balance │ Variance │ Status    │
├────────────────────────────────────────────────────────────────┤
│ Jan 2026   │ $5,890.00   │ $5,678.90   │ $211.10  │ In Progress│
│ Dec 2025   │ $3,456.78   │ $3,456.78   │ $0.00    │ Reconciled │
│ Nov 2025   │ $2,789.45   │ $2,789.45   │ $0.00    │ Reconciled │
│ Oct 2025   │ $4,567.89   │ $4,567.89   │ $0.00    │ Reconciled │
│ Sep 2025   │ $3,234.56   │ $3,234.56   │ $0.00    │ Reconciled │
└────────────────────────────────────────────────────────────────┘

Reconciliation History:
├─ Last 6 months: 5 of 6 reconciled
├─ Average variance: $35.18
└─ Typical resolution: 3 days

Reconciliation Reports

Summary Report

Statement Reconciliation Report

Period: January 2026

Summary:
┌────────────────────────────────────────────────────────────────┐
│ Metric                              │ Value                    │
├────────────────────────────────────────────────────────────────┤
│ Total Suppliers                     │ 45                       │
│ Statements Received                 │ 38                       │
│ Fully Reconciled                    │ 32                       │
│ With Variances                      │ 6                        │
│ Pending                             │ 7                        │
├────────────────────────────────────────────────────────────────┤
│ Total Statement Balance             │ $234,567.89              │
│ Total Our Balance                   │ $233,890.12              │
│ Total Variance                      │ $677.77                  │
└────────────────────────────────────────────────────────────────┘

Variance Breakdown:
├─ Timing Differences: $456.78 (4 suppliers)
├─ Disputed Items: $156.89 (2 suppliers)
└─ Other: $64.10 (1 supplier)

[Export Report]

Aging of Unreconciled

Unreconciled Statement Aging

┌────────────────────────────────────────────────────────────────┐
│ Supplier      │ Period   │ Variance │ Age      │ Action       │
├────────────────────────────────────────────────────────────────┤
│ Tech Supplies │ Jan 2026 │ $211.10  │ 5 days   │ Investigating│
│ Fast Freight  │ Dec 2025 │ $45.67   │ 35 days  │ ⚠️ Escalate  │
│ Metro Parts   │ Jan 2026 │ $156.89  │ 3 days   │ New          │
└────────────────────────────────────────────────────────────────┘

⚠️ 1 statement unreconciled > 30 days

Best Practices

Statement Processing

• Request statements monthly
• Process promptly on receipt
• Match systematically
• Document all variances

Reconciliation

• Start with large items
• Investigate timing issues
• Clear immaterial differences
• Escalate persistent issues

Dispute Management

• Document thoroughly
• Follow up regularly
• Set resolution deadlines
• Track to closure

Troubleshooting

Common Issues

Large unexplained variance

• Request detailed statement
• Compare line by line
• Check for missing entries
• Verify payment posting

Repeated timing differences

• Review cutoff procedures
• Adjust posting dates
• Communicate with supplier
• Consider process changes

Dispute not resolved

• Escalate to management
• Contact supplier directly
• Consider payment hold
• Document all attempts

Cannot match transactions

• Check reference numbers
• Verify amounts
• Look for partial payments
• Review credit applications

Related Documentation

Learn about Bills for managing vendor invoices and payments.