Vendor Reconciliation

Cointab automates vendor reconciliation by matching AP ledgers with supplier statements to detect missing invoices, duplicates, mismatches, and timing gaps—replacing manual Excel processes.

By Vishwesh Sarkar

• 11 articles

How do I add Books and Vendor statement files and run the reconciliation?

Short Answer: Open 'Add files to reconciliation', upload your Books and Vendor statement files CSV, XLS, XLSX in each panel, then click 'Run reconciliation'. PreRequisites 1. Be signed in and have access to the reconciliation report 2. Have your Books and Vendor statement files ready CSV, XLS or XLSX 3. Know which period/report to update Steps 1. Open the Vendor Reconciliation report and click 'Add files & update report'. You land on the 'Add files to reconciliation' page. 2. On 'Add files to reconciliation' confirm 'Reconciliation name' and 'Period'. The page shows two panels: 'Books / ledger' and 'Vendor statement'. 3. In the 'Books / ledger' panel click the 'Upload files' area and select your Books file(s) CSV, XLS, XLSX. Files upload starts; you can select multiple files. 4. In the 'Vendor statement' panel click the 'Upload files' area and select your statement file(s). Vendor statement files are uploaded to the right panel. 5. Optional: Click 'View format' under either upload panel to check expected columns and mappings. An 'Expected data format' modal opens showing sample rows and mapping controls. 6. Click 'Run reconciliation'. The reconciliation runs and the report updates with new totals and matching results. 7. Review the updated Vendor Reconciliation report cards and tables. Cards Total / Fully matched / Partially matched / Unmatched and transaction lists reflect the new run. Troubleshooting 1. The 'Run reconciliation' button does nothing or is disabled. LikelyCause: No files uploaded into one or both panels. Action: Upload files in both the 'Books' and 'Vendor statement' upload areas, then try 'Run reconciliation' again. 2. File upload fails or shows an error. LikelyCause: Unsupported file type or corrupted file. Action: Save the source as CSV, XLS or XLSX and retry. If the file is large, try a smaller sample file first. 3. Totals or matches don't change after running reconciliation. LikelyCause: Columns in your files are not mapped correctly dates, amounts or identifiers. Action: Click 'View format' to confirm and adjust the Date, Amount and Reference/Identifier mappings, then re-run. 4. Large unmatched difference after run. LikelyCause: Missing or incorrect reference columns, duplicates, or files not uploaded. Action: Open the 'Unmatched' tab, inspect problematic rows, verify source files and 'Reference / Identifier' mappings, then re-run. Note: Supported upload types shown: 'CSV, XLS, XLSX — select multiple files'. Use 'View format' to preview expected columns and 'Download format' for a template.

Last updated on Sep 08, 2026

How do I download, share, copy or delete the reconciliation report?

Short Answer: Use the 'Download report' button to export; click the three-dot menu to 'Share', 'Copy reconciliation', 'Delete records' or 'Delete report'. PreRequisites 1. Open the Vendor Reconciliation report 2. Have required permissions for share/copy/delete actions Steps 1. Open the Vendor Reconciliation report. Report header and action buttons are visible. 2. To download the report click 'Download report'. A report file is generated for download. 3. To access other actions click the three-dot menu and choose 'Share', 'Copy reconciliation', 'Delete records' or 'Delete report'. The chosen action executes or opens a confirmation as required. Troubleshooting 1. I can't delete or copy the report. LikelyCause: You lack the required permissions to modify or delete the report. Action: Contact your administrator or report owner to get the needed access. 2. Download doesn't start or file is corrupt. LikelyCause: Browser download settings or network interruption. Action: Check browser download settings, try another browser, or retry the download. Note: The three-dot menu lists: 'Share', 'Copy reconciliation', 'Delete records' and 'Delete report'. 'Delete report' is shown in red.

Last updated on Sep 08, 2026

How do I expand a grouped row labeled 'Multiple transactions (N)' to see the individual transactions?

Short Answer: Click the grouped row or the chevron/arrow at its left labeled 'Multiple transactions (N)' to expand and view the underlying transactions. PreRequisites 1. Open Vendor Reconciliation report with table rows visible Steps 1. Locate the row labeled 'Multiple transactions (N)' in the transaction table. The grouped row is visible in the left column. 2. Click the row or the expand chevron at its left. The row expands to list each individual transaction that makes up the group. Troubleshooting 1. No expand option is shown. LikelyCause: The row isn't grouped or expansion is not applicable. Action: Confirm whether the row text includes 'Multiple transactions'—if not, the row is already single-line. Note: Grouped rows in the table indicate multiple underlying transactions were matched/aggregated.

Last updated on Sep 08, 2026

How do I investigate a large Unmatched difference in the reconciliation?

Short Answer: Open the 'Unmatched' tab, inspect high-value rows, check Reference/Identifier and amount mappings via 'View format', fix source files and re-run reconciliation. PreRequisites 1. A completed reconciliation run 2. Access to the report and source files Steps 1. Open the Vendor Reconciliation report and select the 'Unmatched' tab. Unmatched transactions and the Unmatched card totals are visible. 2. Sort or filter to find the largest unmatched amounts using '+ Add filter'. High-value unmatched items are easier to locate. 3. Open the source files for those rows and confirm the identifier and amount values are present and correctly formatted. You can see whether values are missing, formatted differently, or duplicated. 4. Open 'View format' to verify 'Reference / Identifier' and amount mappings and correct them if necessary. Mappings reflect the actual source columns. 5. Fix the source files by adding missing identifiers, deduping, correcting signs and re-run the reconciliation. Unmatched totals should reduce after successful re-run. Troubleshooting 1. Many items are unmatched because identifiers differ slightly across files. LikelyCause: Formatting differences prefixes, whitespace, different invoice numbering. Action: Normalize identifiers in the source files with consistent prefixes and remove spaces or select additional identifier columns in mapping. 2. Unmatched list contains duplicate rows from the same source. LikelyCause: Duplicate transactions in uploaded files. Action: Deduplicate the source files before upload, then re-run reconciliation. Note: Large Unmatched differences are often caused by missing or mis-mapped identifiers, duplicate entries, or files not uploaded for the period.

Last updated on Sep 08, 2026

How do I select Reference / Identifier columns so transactions can be matched?

Short Answer: Open 'Expected data format' and use the 'Reference / Identifier' area to select one or more identifier columns e.g., 'Invoice No.', 'PO No', 'Doc No', 'Vendor Invoice Ref'. PreRequisites 1. Open the 'Add files to reconciliation' page and click 'View format' 2. Know which columns in your files contain order ID or transaction ID values Steps 1. Click 'View format' under the appropriate upload panel to open the 'Expected data format' modal. The modal opens showing sample columns and a 'Reference / Identifier' area on the right. 2. In 'Reference / Identifier' click one or more chips representing sample columns e.g., 'Invoice No.', 'PO No', 'Doc No', 'Vendor Invoice Ref'. Selected identifiers appear as chips to indicate they will be used for matching. 3. Close the modal and re-run reconciliation. The engine will use the selected reference columns when matching transactions. Troubleshooting 1. Transactions that should match remain unmatched. LikelyCause: Identifier columns contain mismatched values formatting, extra spaces or the wrong identifier columns were selected. Action: Open the source files and ensure identifier values match exactly by removing leading/trailing spaces and using consistent formatting, or choose different reference columns in 'View format'.

Last updated on Sep 08, 2026

How do I unmatch a matched transaction?

Short Answer: Open the match's 'Matched transaction details' and click the 'Unmatch' button to remove the pairing. PreRequisites 1. A matched transaction in the reconciliation 2. Permission to modify the reconciliation if your account is restricted Steps 1. Open the matched row to show 'Matched transaction details'. The modal with match details opens. 2. Click the red 'Unmatch' button in the 'Match basis' area. The match will be removed and the transaction will no longer be shown as matched. 3. Return to the report and verify the item moved to 'Partially matched' or 'Unmatched' as applicable. Counts and totals update to reflect the unmatch. Troubleshooting 1. The 'Unmatch' button is not available or does not work. LikelyCause: You may not have permissions to modify the reconciliation, or the UI requires a page refresh after a run. Action: Confirm you have edit permissions for the report, refresh the page and try again, or contact the report owner. Note: The 'Unmatch' control is shown inside the 'Matched transaction details' modal.

Last updated on Sep 08, 2026

How do I view matched transaction details and see the match basis?

Short Answer: Click a matched row to open 'Matched transaction details', where 'Match basis' e.g., 'Reference ID' + 'Amount' and both Books and Vendor statement line items are shown. PreRequisites 1. A reconciliation run with matched transactions 2. Access to the Vendor Reconciliation report Steps 1. From the Vendor Reconciliation report open the tab containing the match e.g., 'Fully matched'. The table of matched transactions is visible. 2. Click the matched row you want to inspect. The 'Matched transaction details' modal opens. 3. Read the 'Match basis' area to see the tags used for example 'Reference ID' + 'Amount' and the explanatory text. You can confirm why the system paired the Books and Vendor statement entries. 4. Review the 'Books / ledger transactions (Books)' and 'Vendor statement transactions (Vendor statement)' sections and their totals and the 'Difference' at the bottom. You see the line-level details and any numeric difference between sides. Troubleshooting 1. The match basis doesn't show the expected identifier. LikelyCause: Reference / Identifier mapping was not set or did not include the correct column. Action: Open 'View format' and add the correct reference column(s), then re-run reconciliation. Note: The modal header reads 'Matched transaction details' and the 'Match basis' area shows tags such as 'Reference ID' and 'Amount'.

Last updated on Sep 08, 2026

How do I view only Fully matched, Partially matched, or Unmatched transactions?

Short Answer: Use the top tabs labeled 'Fully matched', 'Partially matched' or 'Unmatched', then click '+ Add filter' to narrow results. PreRequisites 1. Open the Vendor Reconciliation report Steps 1. Open the Vendor Reconciliation report and select the tab you want 'Fully matched', 'Partially matched' or 'Unmatched'. The table shows transactions for the selected category. 2. Click '+ Add filter' to add criteria date, amount, reference etc. Only rows matching the filter are displayed. Troubleshooting 1. No transactions show after applying a filter. LikelyCause: Filter is too restrictive or uses incorrect values. Action: Clear or broaden the filter criteria and try again. Note: Tabs and the '+ Add filter' control are visible under the report summary cards.

Last updated on Sep 08, 2026

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

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.

Last updated on Sep 08, 2026

What do the summary cards Total, Fully matched, Partially matched, Unmatched show?

Short Answer: Each card shows the Books / ledger and Vendor statement totals and a 'Difference' for that segment Total, Fully matched, Partially matched, or Unmatched. PreRequisites 1. A reconciliation run has been completed Steps 1. Open the Vendor Reconciliation report. Summary cards are visible at the top of the report. 2. Read any card for example 'Fully matched' to see 'Books / ledger' and 'Vendor statement' totals and the 'Difference'. You can see amounts and transaction counts for that segment. 3. Click a card to focus on that segment's transactions in the table below. Tabs show the categories. The table shows the corresponding matched, partially matched, or unmatched items. Troubleshooting 1. Card totals look unexpected. LikelyCause: Files not uploaded for the run or column mappings incorrect. Action: Open 'Add files to reconciliation', verify uploaded files and mappings via 'View format', then re-run. Note: Cards also show the number of transactions for example '112 transactions' on 'Fully matched'.

Last updated on Sep 08, 2026

What is the difference between 'Single signed amount column' and 'Separate credit and debit columns'?

Short Answer: Choose 'Single signed amount column' if your file has one column with positive/negative values; choose 'Separate credit and debit columns' if credits and debits are in separate columns. PreRequisites 1. Open the 'Expected data format' modal for the file type 2. Know how amounts are exported from your source system Steps 1. Open 'Expected data format' for Books or Vendor statement. You see the right-hand mapping pane with the amount options. 2. Locate 'How is the amount represented in this file?' and choose the radio option that matches your file. Either 'Single signed amount column' or 'Separate credit and debit columns' is selected. 3. If you choose separate columns, map the 'Credit amount' and 'Debit amount' fields to the correct sample columns. Credit and Debit mapping fields are populated e.g., 'Credit (EUR)', 'Debit (EUR)'. 4. Read the guidance box for the net formula shown in the modal. You see the formulas: for Vendor statement 'Net amount = Credit - Debit. Credit increases bank balance, Debit decreases bank balance.' and for Books 'Net amount = Debit - Credit. Debit increases book balance, Credit decreases book balance.' Troubleshooting 1. Matches produce reversed amounts or large differences after mapping. LikelyCause: Wrong amount representation selected or Credit/Debit fields swapped. Action: Open 'Expected data format', switch the amount representation option or swap Credit/Debit mappings, then re-run reconciliation. Note: The modal explicitly shows the net amount formulas for each file type; follow those formulas when mapping.

Last updated on Sep 08, 2026