Supplier account control
A supplier statement is a view of the seller account at one date, not automatic proof that every listed amount is payable. Reconciliation explains why the supplier ledger and buyer ledger differ without creating a second payment request from the same invoice.
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Reconcile a supplier statement by freezing one supplier account, currency and statement date, then matching every listed document to the buyer accounts-payable ledger. Validate the supplier identity and statement period first. Classify each statement line as invoice, credit note, debit note, payment, refund, deposit, adjustment or brought-forward balance. Match by document number, date and currency before using amount alone. For each invoice, confirm whether it is recorded, approved, disputed, partly paid, paid or missing; for each credit, confirm whether it has been posted and applied. Match payments through remittance details, bank value date and allocation, keeping payment sent, payment received and payment applied as separate states. Reconstruct brought-forward balances from prior reconciliations rather than accepting an unexplained opening number. Explain timing differences, duplicates, currency differences, short payments and unapplied cash in a line-level exception log. Never pay a statement line without the underlying valid invoice or agreed settlement authority. Send one reconciliation to the supplier, obtain corrected documents or allocation, post authorized entries, and carry only dated open exceptions into the next period.
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Record supplier legal entity, buyer entity, supplier account, currency, statement number, statement date and covered period. A UN statement-of-account message is designed around one account and one currency; if the supplier combines entities or currencies, split the work before matching. Preserve the received statement rather than editing it into the buyer view.
Export open and recently cleared invoices, credits, debit notes, deposits, refunds and payments through the same cutoff. Include document number, date, due date, currency, original amount, applied amount and status. Add prior unresolved items. A current open-items report alone may omit a payment or credit that cleared between the two systems at different times.
Match exact invoice or credit identity, seller, currency and date before comparing value. Then compare original, paid, credited and outstanding amounts. Investigate reused invoice numbers, alternate prefixes, consolidated invoices and credit notes referenced to several documents. Amount-only matching can incorrectly close two equal invoices or hide a duplicate.
For each buyer payment, record payment reference, value date, currency, bank amount and remittance allocation. Compare it with supplier receipt and application. Keep sent, received, rejected, returned and applied status distinct. UN/CEFACT remittance guidance separates operational matching to invoices and credits from financial matching to the amount actually received.
Start with the previously agreed closing balance and add period invoices and debit adjustments, then subtract credits, payments and refunds according to the ledger convention. Recalculate the closing balance independently. If the statement carries only outstanding debts, do not assume cleared items will appear; use the prior packet and buyer ledger to explain the movement.
Use reason codes such as buyer-missing invoice, supplier-missing payment, unapplied cash, missing credit, duplicate, amount, currency, date, dispute, timing or unknown opening balance. Assign owner, evidence and target date. A disputed invoice stays visible with its disputed amount and status; deleting it from one view does not resolve the account.
Send the supplier a concise schedule showing matched, corrected and still-open items. Obtain invoices, credits, allocation details or a revised statement where needed. Post only authorized accounting entries. Record agreed closing balance, buyer and supplier contacts, reconciliation date and next review. Carry forward the exception ID, not a fresh unexplained amount.
Reusable buyer brief
Supplier and buyer legal entities and account ID: Statement number, date, period and currency: Previously agreed closing or opening balance: Invoice number, date, original amount and buyer status: Credit or debit note reference, amount and application: Payment reference, value date, bank amount and status: Supplier receipt and invoice allocation: Deposits, refunds, deductions and adjustments: Duplicate, missing or disputed document detail: Timing difference, reason code, evidence, owner and due date: Recalculated and supplier-reported closing balances: Agreed balance, approvals and next reconciliation date:
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Before you send the request
It is a line-by-line comparison of the supplier account statement with the buyer ledger, invoices, credits, payments and disputes to explain the balance at a defined date.
No. A statement summarizes account status and may remind the buyer of amounts due. Payment should rely on the underlying valid invoice or other authorized settlement record.
Trace the bank and remittance references, confirm receipt, identify the intended invoices, obtain supplier allocation and keep the payment open until both ledgers reflect the same application.
Common reasons include timing, missing invoices or credits, unapplied payments, duplicates, currency handling, short payments, disputes and an unexplained opening balance.
Keep the request specific
Invoice validity, tax documentation, setoff, credit rights, payment allocation and limitation periods vary by agreement, accounting policy and law. Use qualified finance and tax review. Do not pay an unfamiliar statement balance or changed beneficiary without validating the underlying documents and account instructions.
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MINJI separates the supplier statement, underlying trade documents, remittance allocation and bank receipt. UN/EDIFACT and UN/CEFACT primary models define these messages as reconciliation records across trading partners without replacing local accounting or tax review.
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