Supplier accounts
Statement and invoice reconciliation
Start with five completed invoices from one supplier. Use your React Excel exports to check statement entries, invoices and agreed deal terms, then review the differences with your accounts team.
Your suggestion was to see a small example before taking on a bigger piece of work. This proposal starts there.
Current process
Manual entry takes up staff time and leaves room for errors. Muhammed spends considerable time physically checking and approving invoices against the deals he has negotiated, including discounts and rebates.
The accounts exercise needs to check that each selected statement invoice appears in React’s report and that its price, discount and any applicable rebate treatment agree with the recorded deal.
Proposed change
A prepared reconciliation uses React Excel exports and the supporting documents to show the evidence behind each match. It flags differences for the accounts team and Muhammed to review, reducing the repeated searching and checking the sample is intended to address.
For one invoice, the output would show its statement reference, the React report entry, the deal-price and discount checks, and any rebate condition or missing evidence. Muhammed and the accounts team retain approvals. A rebate that depends on later volumes, dates or settlement is flagged, not assumed to be an immediate invoice deduction.
First step
Five-invoice example
Choose one supplier account and approximately five historical invoices your team has already checked. Include an awkward example if one is available.
Inputs
- The supplier statement and five invoices.
- The corresponding React Excel export and the team’s existing reconciliation.
- The applicable deal sheet, prices, discount and rebate terms, including conditions, dates and units.
- Relevant credits and payment evidence where they affect the selected items.
- A short walkthrough with Aadil, head of accounts, or the accounts colleague he nominates, subject to availability.
Outputs
- An Excel reconciliation workbook linking each selected item to its source records.
- A list of missing records, amount or deal-term differences, rebate conditions and uncertain matches.
- A comparison with your team’s completed work, explaining every difference.
- A review of the result and a scope for the next step only if you want one.
Planning allowance: three to five working days after receipt of a complete sample and agreement on scope. This is a proposed allowance, to be confirmed after inspecting the files.
Fee: to be agreed before work starts, including VAT treatment and whether the initial demonstration is separately chargeable. There is no commitment to a later build or ongoing service.
Five invoices demonstrate the method. They do not establish that the entire supplier balance is correct.