Home Vendor Reconciliation How do I view the expected data format and download a sample file for Books or Vendor statement?

How do I view the expected data format and download a sample file for Books or Vendor statement?

Last updated on Sep 08, 2026

Short Answer: Click 'View format' under the appropriate upload panel to open 'Expected data format', review the sample columns and mappings, then click 'Download format'.

PreRequisites

  1. Be on the 'Add files to reconciliation' page

  2. Access to the reconciliation report

Steps

  1. On 'Add files to reconciliation' click 'View format' under the Books or Vendor statement upload area.
    The 'Expected data format' modal opens for that file type.

  2. In the modal review 'Data preview (sample rows)' to see sample column headers and example values.
    You see sample rows and column names like 'Value Date', 'Invoice No.' Vendor or 'Posting Date', 'Doc No' Books.

  3. On the right pane set the 'Date' mapping e.g., 'Value Date' or 'Posting Date'.
    'Date' is assigned to the correct column in the sample.

  4. Choose how amounts are represented by selecting 'Single signed amount column' or 'Separate credit and debit columns' and map the Amount fields.
    Amount mapping fields Credit/Debit or single column are set.

  5. Under 'Reference / Identifier' select one or more columns e.g., 'Invoice No.', 'PO No', 'Doc No', 'Vendor Invoice Ref'.
    Reference chips appear to show chosen identifier columns.

  6. Click 'Download format' to get a sample template, then 'Close' when finished.
    A downloadable sample file is provided to match your source layout.

Troubleshooting

  1. I can't find the column that contains the amounts in my file.
    LikelyCause: Column header names differ from the sample or include extra characters/whitespace.
    Action: Open your source file and rename the amount columns or pick the correct column in the 'Expected data format' modal; use 'Download format' to see a matching template.

  2. Dates in my file are not recognized.
    LikelyCause: Date format differs from the sample e.g., locale formatting vs ISO.
    Action: Convert the date column to a standard format ISO timestamp like '2025-01-02T00:00:00' as shown in the preview or select the correct date column in the modal.

Note: The modal titles show 'Expected data format — Vendor statement' and 'Expected data format — Books'. Use the preview to confirm which headers to map.