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Reconcile supplier e-invoices against your purchase documents
The list of purchases that should have one

The list of purchases that should have one

Lesson 2 of 7 in Reconcile supplier e-invoices against your purchase documents · about 11 minutes · for the whole-system operator — you run the books.

Play this lesson as slides — one slide per step, with the same narration. The full text of every step is on this page.

This lesson is for you if you run the books at GadgetSphere and you want a worklist you can actually work, rather than a screen you scroll. About eleven minutes. You will open the register of purchases that ought to have a supplier e-invoice behind them, understand what puts a row on it, and — the part that costs people whole months — learn the four conditions that keep a purchase off it without saying a word.

Step 1 — Open the register and read one row

After this step you have the month’s list in front of you. In the My E-Invoice Admin Applet, open Reconciliation, Purchase — abbreviated to PD, for purchase document, all over these screens — then PD Matching Q. Every row is one purchase document that BigLedger expects a supplier e-invoice for. Two things are worth knowing that the grid does not say. The rows are not filtered to the company you are working in: GadgetSphere’s retail, online and distribution entities appear side by side, so sort on the company column first. And a Status reading UNPROCESSED on every row is not a backlog. It is what a row looks like until a counterpart turns up, which for most of them is never.

Screen: Reconciliation (Purchase), PD Matching Q., the listing with Auto Match, Export and Push to Unmatched History above a grid whose Status column reads UNPROCESSED on every row

Reference: Incoming Supplier E-Invoices — Step 1: See which purchases BigLedger expects a supplier e-invoice for

Step 2 — Understand what put the row there

After this step you know this list builds itself. Nobody keys it. When a purchase document reaches Final, a trigger fires and writes the row. That is the whole of its job: it registers your purchase documents as the set that supplier e-invoices will later be matched against. It matches nothing itself, and it looks at nothing your supplier has sent. So the list is complete the moment you finalise your purchases, and it is current without anyone pressing anything. The incoming half — what your suppliers actually delivered — is fed by something else entirely, and that is the next lesson.

Reference: My E-Invoice Admin Applet — 7. Incoming e-invoices and reconciliation

Step 3 — Name the four silent exclusions

After this step you can explain a purchase that is missing from the list. Four conditions must all hold before a row is written, and when one fails, nothing is logged and nothing is shown. The company must have e-invoicing switched on. The document must be a purchase invoice, purchase credit note, debit note, refund note or purchase return — nothing else qualifies. The document must not be flagged self-billed, because in that case you are the one issuing the e-invoice and there is nothing incoming to pair. And the supplier must have a tax number on their record. Read those slowly. Each one is a way for a real purchase to vanish quietly.

Reference: Incoming Supplier E-Invoices — Step 1: See which purchases BigLedger expects a supplier e-invoice for

Step 4 — Fix the exclusion that actually bites

After this step you can tell a supplier problem from a data problem. Of those four, the one that catches people is the tax number. A supplier with no tax number on their record never produces a row, ever, and nothing anywhere tells you so. The symptom is a regular distributor who simply is not on the list. So when someone is missing, check the supplier record before you chase the supplier. The E-Invoice tab on a supplier is validated as a block, which means a half-filled tab will not save at all — so plan to complete the tax number, identity, contact and address in one sitting. Future purchases then start appearing; past ones do not come back.

Screen: the supplier record E-Invoice tab, with the tax number, identity type and value, contact and address fields that must be complete before the tab will save

Reference: Supplier — E-Invoice tab

Step 5 — Export the list and make it yours

After this step you have a worklist outside BigLedger that you can tick off. Do not press Export. The button sits above every reconciliation grid in both e-invoice applets and has no handler behind it on any of them, so it renders, it looks enabled, and nothing at all happens when you click it. What does work is the grid’s own tool panel, which will download the listing you are looking at. Take it out as a spreadsheet and sort it by amount, because the twenty distributors carrying most of GadgetSphere’s spend sit at the top and that is your review order for the month.

Reference: My E-Invoice Admin Applet — Screens and menus

Step 6 — Recognise what this list is not

After this step you will not draw the wrong conclusion from it. This register says what you finalised. It says nothing whatever about what your supplier did. A row on it is not a claim that a supplier e-invoice exists, and a supplier appearing here is not evidence that they are compliant or that they are not. Equally, an empty incoming screen on the other side is not evidence that a supplier failed to e-invoice — for most suppliers BigLedger simply holds no record either way. Treat this list as your side of a comparison whose other side you will have to go and find yourself, usually outside BigLedger.

Reference: Incoming Supplier E-Invoices — Step 2: See what has actually arrived

How the steps fit together 

    flowchart TD
  s1["Step 1 — Open the register and read one row"]
  s2["Step 2 — Understand what put the row there"]
  s3["Step 3 — Name the four silent exclusions"]
  s4["Step 4 — Fix the exclusion that actually bites"]
  s5["Step 5 — Export the list and make it yours"]
  s6["Step 6 — Recognise what this list is not"]
  s1 --> s2
  s2 --> s3
  s3 --> s4
  s4 --> s5
  s5 --> s6

Check yourself

Three to five questions on what you just heard. Every correct answer links to the page that makes it correct, so you can check the source, not just the mark.

1. What writes a row into the Purchase Doc Matching Queue?


2. A regular distributor never appears in the PD Matching Queue. What do you check first?


3. Which of these purchase documents is deliberately kept out of this queue?


4. You want the month's list as a spreadsheet. How do you get it out?


5. Every purchase for a supplier is on the list. What has that proved?


Answer key
  1. A trigger that runs when a purchase document reaches Final and registers it — My E-Invoice Admin Applet — 7. Incoming e-invoices and reconciliation
  2. Whether the supplier record carries a tax number — without one no row is ever created — Incoming Supplier E-Invoices — Step 1: See which purchases BigLedger expects a supplier e-invoice for
  3. One flagged self-billed, because you are the party issuing the e-invoice — Incoming Supplier E-Invoices — Step 1: See which purchases BigLedger expects a supplier e-invoice for
  4. Use the grid's own tool panel — Export has no handler on any reconciliation listing in either applet — My E-Invoice Admin Applet — 7. Incoming e-invoices and reconciliation
  5. Only that you finalised those purchases; the supplier's side is not shown here — Incoming Supplier E-Invoices — Step 2: See what has actually arrived
This is a self-check. Your answers are marked in your browser and stay there — nothing is sent anywhere, nothing is recorded, and the marking is readable in the page source, so it is not a credential. Open the answer key at any time.

Next lesson: What arrives, and what never will · Back to the course

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What you are reconciling, and what you are not — slidesThe list of purchases that should have one — slides