Checking a supplier's statement against your bills

Each month a supplier sends a statement of what they think you owe. Reconciling it by eye is how a missing invoice gets found — and tedious enough that it often does not happen. Maliru does the comparing and leaves every decision to you. The check records nothing: it reads both sides and changes neither.

It needs Manage bills & expenses.

Your side first

On Commercial › Bills › Suppliers, open the supplier and choose Statement. That is your side: every bill from them, oldest first — issued and due dates, your number and their reference, what was payable, what has been paid, the balance on each and a running balance — with what is Outstanding and Overdue as at today.

Checking theirs

On the statement, choose Check their statement. Check a supplier statement opens with the Supplier already chosen.

1. Bring the statement in: Upload file (Choose .xlsx or .csv) or Paste lines straight from their email or PDF, including the header row.
2. Check the Column mapping: tell Maliru which column is Their invoice number, the Invoice date and the Amount; Skip the rest. The Preview shows each line as it will be read.
3. Choose Check statement.

If no column is mapped to their invoice number, Maliru warns you that every line will be matched on its amount alone — a weaker answer. Map one if the statement prints them.

Reading the answer

At the top: what the supplier says you owe, across how many lines; what We hold across every bill still on the ledger; the Difference; and whether The two agree or The two do not agree.

The lines come in order of how much they matter:

• Not recorded here — on their statement, with nothing here to match. "Usually an invoice that never reached the office." File as a bill opens the ordinary bill form with the supplier, their reference, the date and the amount filled in. The statement's figure goes in as the net, so ask for the invoice and check the net and tax against it before you save.
• Amounts differ — the invoice is on both sides and the money is not the same. Both figures are shown with the difference, "which is where the call to them starts."
• Not on their statement — recorded here and absent from theirs. "Either they have missed it, or the same paper has been entered here twice."
• Matched — lines that agree on both sides, folded away behind Show.

Each pairing says what it was Paired on: Their invoice number, or The amount alone — a weak match when the statement line had no invoice number. Two invoices for the same money in the same month would pair the same way, so check weak matches against the paper before calling the statement settled.

Choose Check another to run the next statement, or Done.