Table of Contents INTRODUCTION .................................................................................................................................... 2

RECONCILE DASHBOARD ...................................................................................................................... 2

STATEMENT UPLOAD ........................................................................................................................... 3

Statement Mapping Fields .............................................................................................................. 4

Choosing Data Set ........................................................................................................................... 5

Reconcile Details ............................................................................................................................. 5

Uploading PDF files ......................................................................................................................... 8

STATEMENT SEARCH ............................................................................................................................ 9

STATEMENT WORKFLOW ................................................................................................................... 10

Awaiting Verification ..................................................................................................................... 11

REPORTS ........................................................................................................................................... 13

Statement Totals .......................................................................................................................... 13

Invoice Totals ................................................................................................................................ 13

INTRODUCTION

The statement reconciliation module allows suppliers to upload 'statement files', which is the

list of invoices they have sent to a particular customer, and have it analyzed and returned with

results about the transactions. The validation logic takes into consideration invoice details

provided, additional details and IDS package details to provide a status and other supporting

details as output.

RECONCILE DASHBOARD

The Dashboard will summarize the transactions made by the supplier. It contains details on the

missing transactions, statement errors etc.

1. Missing Transactions: It lists the total count of invoices that were found missing after

the comparison is made. Alongside the count, it lists the invoice total of such missing

invoices. In the image, ‘2’ indicates the number of invoices that are found missing and

$40 indicates the invoice total of the 2 invoices. Clicking the count or invoice total

would list the corresponding statements.

2. Statement Errors: Discrepancy might occur due to Incorrect amount, Incorrect date

etc. The total invoice count of such invoices is populated here and the invoice total of

the invoices is calculated. Clicking the count or invoice total would list the

corresponding statements

3. Last Statement Received: Indicates the time and status of the statement that was

processed last.

4. Statement Header: Plots a graphical representation of the count of invoices in the

three statuses – Missing, Matched and Discrepancy. Clicking each bar would list the

corresponding statements.

5. Export: Allows exporting the chart image or data.

6. Statement Lines: The Statement Lines are split into categories based on their

statuses. Clicking each status would populate the corresponding statements.

a. Unpaid – Approved

b. Unpaid - Pending Approval

c. Missing

d. Amount Incorrect

e. Invoice/Credit Incorrect

7. Largest Missing Amount: It shows the details of the statement file which had

invoices missing and which carried the largest invoice total.

8. Largest Discrepancy Amount: It shows the details of the statement file with the

largest discrepancy amount. In this case, the invoice would be existing in the system

but has variation in the invoice total.

STATEMENT UPLOAD

All statements that are to be analyzed are uploaded through this section.

1. Customer: The customer to whom the invoices have been submitted is selected here.

2. Upload File: The files that are to be uploaded are submitted in this section.

Fill in the statement Start date and End date. These are mandatory. The Vendor Number

of supplier will be populated in the field – Vendor Number and then click on Next.

Statement Mapping Fields

In Statement mapping fields the fields from the file are mapped. Each column from the

uploaded file is mapped to the vendor fields.

1. Mapping Type: The user may choose to create a new mapping or can select a

mapping that is already saved from the dropdown.

2. Mapping Name: User can assign a name to the new mapping created in the section.

3. Fields: Vendor fields are populated against each column in the statement file the user

has uploaded. Invoice number is mandatory to be mapped.

Field that does not require mapping may be assigned – Ignore this field. After the fields

are mapped, click on the button – Save.

Choosing Data Set

Once the mapping is saved, it is required to choose the Data set against which the file is to be

compared. The user may choose the dataset from Daily Invoice status data and Customer

Uploaded Dataset.

1. Daily Invoice Status Data: Selecting this option would compare the statement file

with the entries in the IDS Invoice table.

2. Customer Uploaded Dataset: This is the Data set that is uploaded by the

customer. Selecting this option would compare the statement file uploaded by

supplier against the Data uploaded by the customer.

If the supplier has selected both, the comparison would be done on Customer Uploaded

Dataset and if all lines are found missing then Daily Invoice Status Data will be used.

After selecting the required dataset click on Continue to process the file.

Reconcile Details

The page displays the status of the invoices after processing. The reconcile tab has 5 tabs:

1. Summary

2. Statement Status

3. Notes

4. Statement Information

5. Audit Report History

1. Summary: It is the graphical summary after comparison (similar to dashboard).

2. Statement Status: It shows the line by line comparison summary of each invoice

in the statement. All invoices are marked using either of the three statuses -

MISSING, DISCREPANCY or MATCHED.

The section displays the actual data that is existing in the uploaded file against the data

in the dataset selected. Invoices which have data mismatch are highlighted in the

corresponding field and assigned status- DISCREPANCY.

1) The page allows the provision to Rematch the file again. It is done by

selecting the dataset and then following the same process. It is possible

to Email, Export and Print the details.

2) User can choose statement status and list the corresponding data.

3) It is possible to list invoices by the status in the dataset.

4) The user may assign and save the status manually for both the invoices

and the statement as such.

5) The number of columns that are to be listed are selected here.

3. Notes

Any note or comment to be added is saved in this section.

All comments added are listed in the page. It is also possible to delete the comments.

4. Statement Information

The data that is entered in the page –statement upload- is populated here.

5. Audit Report History

Audit Report is nothing but an entry that is kept as history for changes made to the

statement header or line items.

Clicking the icon under details would populate the data that was replaced

Uploading PDF files

PDF files in the format TIF, TIFF or JPG can be uploaded via the same feature. Once

uploaded these files are then moved for processing and will be listed in the statement list in

status – Awaiting OCR (PDF Processing).

STATEMENT SEARCH

The statement search lists all the statements uploaded with their processing status. It also

allows Emailing, Exporting, Printing and Deleting the statements.

Saving a search criteria

User may search using any search criteria provided and there are options to save the search

criteria used so that the time spent re-doing the search is reduced.

1. Saved Search List: The search criteria that are saved are listed here. User can search

for the criteria name by keying in the words.

2. Search Criteria: It allows searching using the criteria provided.

3. Save this search: It allows saving the search criteria. All saved searches are then

listed under Saved Search List.

Clicking on the statement file will take to the reconcile details page.

STATEMENT WORKFLOW

The page lists all files uploaded including PDF files.

Open the file by clicking on the filename. To edit the line, click on the edit icon .

Once the required changes are updated, save the changes. A pop-up prompts confirmation.

Click on UPDATE in the pop-up to confirm the update. For Non- PDF Files, this is followed by

the prompt to choose the dataset.

Awaiting Verification

All PDF invoices that are uploaded are listed in the page with the processing status- Awaiting

Verification.

Clicking on the statement name would open up the invoice details.

To view the actual PDF file, click on the icon

To verify the statement, please click on the Verify button placed at the top right corner of the

page. It will prompt a pop-up as shown below.

It is mandatory to input comments, after confirming the verification, you are required to select

the data set for comparison. Once the data set is selected, the process follows the same flow

used for reconciliation.

REPORTS

The section lists a summary of the statement total and the invoice total.

Statement Totals

The page lists the number of statements processed via the module grouped by statement

status. The page allows searching for the customer and also supports Export and PRINT

features.

Invoice Totals

The page lists total number of invoices, total amount of invoices, total number of statements,

last statement date and last statement status. The page allows searching for the customer

and also supports EXPORT and PRINT features.