Home Vendor Reconciliation

Vendor Reconciliation

CleverBalance 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
• 36 articles

How do I filter reconciliations by 'Reconciliation type', 'Reconciliation for', or 'Run by'?

Short Answer: Use the three dropdowns at the top of the Reconciliations page: 'Reconciliation type', 'Reconciliation for', and 'Run by' to narrow results. PreRequisites 1. Be signed in to CleverBalance 2. Open the Reconciliations page (see header 'Reconciliations') 3. At least one reconciliation exists to return results Steps 1. Locate the filter bar under the 'Reconciliations' heading. You see three dropdowns labeled 'Reconciliation type', 'Reconciliation for', and 'Run by'. 2. Open the 'Reconciliation type' dropdown and select the desired type (the current value shown is 'Vendor / supplier reconciliation'). The page will narrow results to the selected reconciliation type. 3. Open the 'Reconciliation for' dropdown and choose a specific scope or leave 'All reconciliations' to show everything. Results are filtered by the selected scope. 4. Open the 'Run by' dropdown and choose 'All users' or a specific user to filter by who ran the reconciliation. The results list shows reconciliations run by the selected user(s). 5. If the results area still shows 'No reconciliations found', broaden filters (e.g., set 'Reconciliation for' to 'All reconciliations' and 'Run by' to 'All users'). If matching reconciliations exist they will appear below the filters. Troubleshooting 1. No reconciliations appear after changing filters. LikelyCause: The combination of filters is too narrow or no reconciliations match those values. Action: Reset filters to 'All reconciliations' and 'All users', or try different 'Reconciliation type' values to broaden the search.

Last updated on Apr 28, 2026

How do I start a new reconciliation?

How do I start a new reconciliation? Short Answer: From the Reconciliations page, click the '+ New reconciliation' button (top-right) to begin a new reconciliation. PreRequisites 1. Be signed in to CleverBalance 2. Open the Reconciliations page (see the header 'Reconciliations') 3. Permission to create reconciliations, if your organization restricts access Steps 1. Open the Reconciliations page and confirm you see the header 'Reconciliations' and the filter bar. The page shows the 'Reconciliations' heading, filter dropdowns, and the '+ New reconciliation' button. 2. Click the '+ New reconciliation' button in the top-right. A new reconciliation workflow or setup view opens so you can configure the run. 3. Follow the on-screen prompts to choose options and run the reconciliation. The reconciliation is submitted and the system begins processing the run. 4. Return to the Reconciliations page and refresh if needed to view the new run in the list area below the filters. The newly run reconciliation appears in the list area (replacing 'No reconciliations found' if present). Troubleshooting 1. Clicking '+ New reconciliation' does nothing or the button is not present. LikelyCause: Page load error, browser extension blocking scripts, or you lack permission to create reconciliations. Action: Refresh the page, try a different browser or disable extensions. If the button is still missing, ask your org admin to confirm you have permission. Note: If you run a reconciliation but do not see it, adjust the filters ('Reconciliation type', 'Reconciliation for', 'Run by') to broaden results.

Last updated on Apr 28, 2026

The '+ New reconciliation' button is missing or disabled — how do I get access to create reconciliations?

Short Answer: If '+ New reconciliation' is missing or disabled, refresh and check sign-in; if it remains unavailable ask your admin to confirm you have permission to create reconciliations. PreRequisites 1. Be signed in to CleverBalance (look for your avatar/initials in the top-right) 2. Open the Reconciliations page (see header 'Reconciliations') Steps 1. Confirm you are signed in by checking the top-right area for your avatar/initials. Your user avatar/initials are visible (indicating you are signed in). 2. Refresh the page and try again; clear browser cache if necessary. The page reloads and the '+ New reconciliation' button appears if it was a transient load issue. 3. Try a different browser or disable browser extensions that could block scripts. If a browser issue was the cause, the button becomes available. 4. If the button is still missing, contact your organization admin to confirm your user role and permissions for creating reconciliations. Admin confirms whether your account is allowed to create reconciliations or updates your role. 5. If admin confirms permissions are correct but the issue persists, contact CleverBalance support with a screenshot of the Reconciliations page. Support can investigate account settings or system issues. Troubleshooting 1. '+ New reconciliation' button is not visible. LikelyCause: You do not have permission to create reconciliations or page did not fully load. Action: Confirm sign-in, refresh, and ask an admin to verify your permissions. 2. Button is visible but clicking it has no effect. LikelyCause: Browser script error or extension blocking site functionality. Action: Try another browser, disable extensions, and reload the page.

Last updated on Apr 28, 2026

Where will reconciliations appear after I run them and how do I tell if any exist?

Where will reconciliations appear after I run them and how do I tell if any exist? Short Answer: Reconciliations appear in the list area below the filter bar; if none exist you will see 'No reconciliations found'. PreRequisites 1. Be signed in to CleverBalance 2. Open the Reconciliations page (see header 'Reconciliations') Steps 1. Run a reconciliation using '+ New reconciliation' or ensure at least one reconciliation exists. A reconciliation run exists in the account or for the selected filters. 2. Look at the main content area below the filter bar (where 'No reconciliations found' is currently displayed). If reconciliations exist, the list will occupy this area instead of the message. 3. Adjust 'Reconciliation type', 'Reconciliation for', and 'Run by' to narrow results if you have many runs. The list updates to show only matching reconciliations. 4. If you expected items but see none, follow troubleshooting steps to broaden filters or confirm permissions. Either reconciliations appear or you discover why they are not visible. Troubleshooting 1. The list area remains empty after running a reconciliation. LikelyCause: Filters hide the new run or processing is delayed. Action: Reset filters to broad values, refresh the page, and wait a few minutes for processing to finish. Note: The placeholder message 'No reconciliations found' occupies the same space where reconciliation results appear when available.

Last updated on Apr 28, 2026

Why does the Reconciliations page show 'No reconciliations found'?

Why does the Reconciliations page show 'No reconciliations found'? Short Answer: That message appears when there are no reconciliation runs that match your current filters or when no runs have been created yet. PreRequisites 1. Be signed in to CleverBalance 2. Open the Reconciliations page (see header 'Reconciliations') Steps 1. Check the values of the three filters: 'Reconciliation type', 'Reconciliation for', and 'Run by'. You can see the current selections (e.g., 'Vendor / supplier reconciliation', 'All reconciliations', 'All users'). 2. Broaden your search by setting 'Reconciliation for' to 'All reconciliations' and 'Run by' to 'All users'. If reconciliations exist they should appear below the filters. 3. If you still see the message, consider that no reconciliations have been run yet for your account or selection. You will either run a new reconciliation or ask a colleague to confirm previous runs. 4. If you expect past runs to appear but they do not, contact your admin to confirm access or contact support. Admin can verify whether reconciliations exist and whether you have permission to view them. Troubleshooting 1. No reconciliations after setting 'All reconciliations' and 'All users'. LikelyCause: There are no reconciliations in the account or for that timeframe. Action: Run a reconciliation with '+ New reconciliation' or confirm with colleagues that reconciliations were executed. 2. You recently ran a reconciliation but it does not show up. LikelyCause: Incorrect filter selections (type, scope, or user) or a delay in processing. Action: Reset filters to broader values, refresh the page, and wait a few minutes for processing to complete. 3. Page displays 'No reconciliations found' and other page elements fail to load. LikelyCause: Network or server issue. Action: Refresh the browser, check your network connection, and try again. Contact support if the issue persists.

Last updated on Apr 28, 2026

How do I upload my Books / Books of accounts file?

Short Answer: In the 'Books / Books of accounts' panel drag & drop your file or click 'Upload file'; supported formats are CSV, XLS, XLSX and max file size is 10MB. PreRequisites 1. Be on the 'New reconciliation' page 2. Have the Books file ready (CSV, XLS, XLSX, ≤10MB) Steps 1. On the New reconciliation page find the 'Books / Books of accounts' panel on the right. You see a dotted upload area with the text 'Drag & drop your file here' and an 'Upload file' button. 2. Drag & drop your Books file into the panel OR click the 'Upload file' button to pick the file from your computer. The Books file uploads to the panel. 3. Verify upload by checking that the panel shows the uploaded filename or a confirmation. Uploaded filename or confirmation is visible in the 'Books / Books of accounts' panel. 4. If unsure about layout, click 'View sample data format' before uploading to confirm required columns. You can compare your file to the sample layout to avoid mapping issues later. Troubleshooting 1. Upload button does not accept the file. LikelyCause: File type is unsupported or file exceeds the 'Maximum file size: 10MB'. Action: Convert the file to CSV/XLS/XLSX and ensure it is under 10MB, then re-upload. 2. I uploaded the wrong Books file. LikelyCause: Incorrect file selected during upload. Action: Re-upload the correct file by dragging it into the 'Books / Books of accounts' panel or clicking 'Upload file' again. Note: Supported formats and max file size are displayed beneath the 'Upload file' button.

Last updated on Apr 28, 2026

How do I upload the Vendor / supplier statement file?

Short Answer: Use the left panel labeled 'Vendor / supplier statement'—if a file is present click 'Edit' to replace it; otherwise click the panel to select a file. PreRequisites 1. Be on the 'New reconciliation' page 2. Have the vendor statement file ready in CSV, XLS, or XLSX format and ≤10MB Steps 1. On the New reconciliation page locate the left panel titled 'Vendor / supplier statement'. You see the 'Vendor / supplier statement' panel; it may show an existing filename like 'Vendor_Statement.xlsx'. 2. If a file is already shown, click 'Edit' in the panel to replace it. An option to choose a new file appears or the file is replaced after selection. 3. If no file is present, click the 'Vendor / supplier statement' panel to open your file picker and choose the vendor statement file. The selected vendor statement filename appears in the panel. 4. Confirm the filename is visible in the panel before proceeding to upload the Books file. Uploaded filename (e.g., 'Vendor_Statement.xlsx') and 'Edit' are visible in the panel. Troubleshooting 1. I don't see an 'Edit' option. LikelyCause: No file is uploaded yet or the page did not fully load. Action: If no file is uploaded, click the panel to upload. Otherwise refresh the page and try again. 2. Upload fails or file is rejected. LikelyCause: File format not supported or file exceeds 10MB. Action: Convert to CSV/XLS/XLSX and reduce file size below 10MB, then re-upload.

Last updated on Apr 28, 2026

Why won't 'Run reconciliation' start?

Short Answer: 'Run reconciliation' requires the vendor name and both the Vendor / supplier statement and Books files uploaded; files must be CSV/XLS/XLSX and ≤10MB. PreRequisites 1. Vendor name entered in 'Vendor / supplier name' 2. Vendor / supplier statement file uploaded 3. Books / Books of accounts file uploaded 4. Files are CSV, XLS, or XLSX and under 10MB Steps 1. Confirm the 'Vendor / supplier name' field is filled (placeholder: 'Enter vendor / supplier name'). Vendor name appears in the field. 2. Check the 'Vendor / supplier statement' panel shows a filename or 'Edit'. Vendor statement filename is visible (example 'Vendor_Statement.xlsx'). 3. Check the 'Books / Books of accounts' panel shows the uploaded books file. Books filename or confirmation is visible in the panel. 4. Verify both files meet the supported formats (CSV, XLS, XLSX) and are under 10MB. Files are in supported formats and below the size limit. 5. If all above are correct, click 'Run reconciliation' again. Reconciliation begins or you are prompted to map required fields. Troubleshooting 1. 'Run reconciliation' remains inactive after uploading files. LikelyCause: A required field (vendor name) is missing or upload did not complete. Action: Enter the vendor name, confirm both uploads show filenames, refresh the page and re-upload if needed, then retry 'Run reconciliation'. 2. Upload errors prevent reconciliation. LikelyCause: Unsupported file format or file too large. Action: Convert files to CSV/XLS/XLSX and reduce file size below 10MB, then re-upload. 3. Run starts but mapping step blocks completion. LikelyCause: Required fields in your files don't match expected columns. Action: Click 'View sample data format' to check required columns and edit your files to match, then re-upload and retry. Note: If you continue to have trouble after these checks, try refreshing the page and re-uploading files.

Last updated on Apr 28, 2026

How do I configure a vendor / supplier statement for reconciliation?

Short Answer: Use the right-hand 'Required fields' panel to map columns (sheet, header row, transaction date, date format, reference fields, amount representation), preview data, then click "Save & apply". PreRequisites 1. A vendor/supplier file is loaded and visible in Data preview (20 rows) 2. You can identify the header row and the columns for dates and amounts Steps 1. Open the dialog titled "Configure vendor / supplier statement" and confirm data appears under "Data preview (20 rows)". You see a preview table with columns like "Line No", "Value Date", "Document Date", "Doc Type", "Invoice No.", "P O No". 2. Under "1. Select sheet" choose the sheet that contains your statement (e.g., "Vendor Statement"). The correct sheet is selected. 3. Set "2. Header row" to the row number that contains the column names (e.g., "5"). Column headings align correctly in the preview. 4. Choose the transaction date column under "3. Transaction date" (e.g., "Value Date"). The selected column is used for transaction dates. 5. Set the date order under "4. Date format" using First value / Second value / Third value (e.g., Month / Day / Year). Date format matches your file. 6. Map descriptive fields under "5. Reference / Description" by selecting columns (e.g., "Doc Type", "Invoice No.", "P O No", "Description", "Currency", "Remarks"). Selected fields appear as tags. 7. Choose the correct option under "6. Amount representation": Single signed amount column OR Separate debit and credit columns. Selection matches your file format. 8. Verify everything in "Data preview (20 rows)", then click "Save & apply" (or "Cancel" to discard). Mappings are saved and applied. Troubleshooting 1. Dates look incorrect after applying mappings. LikelyCause: Wrong transaction date or incorrect date format order. Action: Re-check "3. Transaction date" and adjust "4. Date format". 2. Reference / Description is missing expected fields. LikelyCause: Incorrect header row. Action: Fix "2. Header row" so column names appear correctly. 3. Amounts are incorrect or signs are wrong. LikelyCause: Wrong amount representation. Action: Switch between signed and separate debit/credit options. 4. Cannot click "Save & apply". LikelyCause: Required fields are incomplete. Action: Ensure sheet, header row, and transaction date are properly set. Note: Always use the Data preview to validate mappings before saving. Use Cancel or the X to exit without applying changes.

Last updated on Apr 28, 2026

Why does the report show a negative Difference and how do I investigate it?

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 1. Open the Vendor / supplier reconciliation report Steps 1. Note the Difference amount on the "Total" card (e.g., -10,977.10). You confirm the overall shortfall. 2. 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). 3. 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. 4. Check the "Skipped" tab to ensure no expected transactions were excluded. You identify skipped vendor or book lines (snapshot shows Total skipped 165). 5. 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 1. 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. 2. 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.

Last updated on Apr 28, 2026

Why didn't the teammate I added get access after I shared the report?

Short Answer: Common causes: you didn’t click "Save", the report is still "Private" and the person isn’t on your team, or the email address was entered incorrectly. PreRequisites 1. You added an email in the "Add emails" field 2. You have the "Share this report" modal open to verify settings Steps 1. Open the "Share this report" modal and check the "People with access" section to see if the person appears. The person appears in the list if they have access. 2. If they do not appear, re-enter their full email address in "Add emails" and click "Save". Their email is saved and they appear under "People with access". 3. If the report is "Private", ask the teammate to sign in with the same email or consider switching to "Public" if appropriate, then click "Save". They are able to view when signed in or after Public link is used. 4. If they still cannot view, ask them to check spam for invitation emails and confirm the correct email address was used. You identify whether the invitation was sent or the email was incorrect. Troubleshooting 1. The invitee did not receive an invitation email. LikelyCause: Email was mistyped, blocked, or filtered to spam. Action: Confirm the address under "Add emails", correct it if needed, click "Save" again, and have them check spam or blocked folders. 2. They can’t access even after being added. LikelyCause: The report is set to "Private" and they are not a team member or they are signed in with a different email. Action: Ensure they sign in with the exact email you added, or set the report to "Public" if appropriate and click "Save". Note: The modal instructs: "Type one or more emails to give teammates access to this report." Make sure emails are complete and saved.

Last updated on Apr 28, 2026