Why does the report show a negative Difference (e.g., -10,977.10) and how do I investigate it?
Short Answer: A negative Difference (−10,977.10) means Books total is higher than Vendor / supplier total; investigate by reviewing the "Unmatched" and "Skipped" tabs and individual transaction breakdowns.
PreRequisites
- Open the Vendor / supplier reconciliation report
Steps
-
Note the Difference amount on the "Total" card (e.g., -10,977.10).
You confirm the overall shortfall. -
Click the "Unmatched" tab to see which Book or Vendor transactions cause the discrepancy.
You see unmatched transactions (screenshot shows Books 10,977.10 across 4 transactions). -
If transactions are grouped, expand any "Multiple transactions" rows and review the "Individual transactions breakdown".
You can see each constituent statement and book line contributing to the difference. -
Check the "Skipped" tab to ensure no expected transactions were excluded.
You identify skipped vendor or book lines (snapshot shows Total skipped 165). -
Resolve unmatched items by matching them, or correcting source data in your bookkeeping system, then re-run reconciliation if needed.
Difference reduces or becomes zero after corrections and re-run.
Troubleshooting
-
Unmatched amount equals the Difference but you cannot find corresponding Book transactions.
LikelyCause: Transactions may be misdated, have different descriptions, or have been skipped.
Action: Sort by date and description, expand grouped rows, check the "Skipped" tab, and compare Book date vs Statement date to locate entries. -
Difference remains after manual checks and corrections.
LikelyCause: Data in bookkeeping system and vendor statements are out of sync or corrections were not saved.
Action: Confirm changes were applied in the source system, then click "Run new reconciliation" to refresh results.
Note: In the screenshot, the "Unmatched" card shows Books 10,977.10 (4 transactions) which matches the Total Difference of -10,977.10.