What a statement comparison checks
A supplier statement lists account activity or balances for a period. Comparing it with your records can reveal missing documents and timing or allocation differences. Match periods and opening balances before interpreting the gap. The ACCA reference below explains this accounting control; the return-to-credit examples on this page are our own illustrations.
Why the approved return is a separate source
Suppose a supplier approved a EUR 600 return but has not yet issued a credit. Neither its statement nor your AP ledger may contain that note. The two balances could agree while the operational expectation remains open. You need the approval record to ask that second question. Agreement between two sources does not prove that an event recorded only in a third source was completed.
Check applications as another stage
When a credit appears in the account, the question changes. Confirm how it has been applied, refunded or otherwise settled according to the actual records and agreement. A simple approved/issued/applied comparison needs normalized applications. Do not treat a refund as an invoice allocation or enter it twice. Finance must establish the correct representation.
Choose the review that fits the problem
If your concern is a difference between two balances, begin with the statement and ledger. If it is an approved return without a credit, begin with the approval and credit-note population. For a broad control, connect both workflows with a documented handoff. Do not describe a narrow tool as a complete AP audit merely because both processes involve suppliers.
VendorCredits has a narrower scope
The present workflow compares agreed exports of expectations, credit notes and applications. It does not read arbitrary supplier-statement PDFs, synchronize ERP balances or claim full statement reconciliation. Use the demo and data checklist to judge whether the available input format matches your task. If your ERP already gives a complete, owned review, an additional tool may not be necessary.
Choose by the question, not the label
| Question | Starting records | First check |
|---|---|---|
| Why do our balances differ? | Statement + AP ledger | Cutoff and opening items |
| Was the approved return credited? | Approval + credit notes | Approved amount and references |
| Was the credit used? | Credit + applications | Allocation and timing |
Practical questions
Can the supplier balance agree while a credit is missing?
Yes, in the illustrated case where neither ledger contains a credit that is expected from a separate approval.
Does VendorCredits offer full supplier-statement matching?
Not in the current release. It uses the agreed return, credit and application datasets.
Sources and further reading
Sources explain general processes. Examples and checklists were developed for VendorCredits. A link does not imply partnership or endorsement.
All examples are fictional. Educational material, not accounting, tax or legal advice. Verify findings against the underlying records.