What runs for you, and what month-end can prove

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 would like to know how much of this reconciliation happens whether or not you log in. Some of it genuinely does. The more useful half of the answer is the list of places where nothing happens and nothing warns you, because those are exactly the places your own monthly habits have to cover. About twelve minutes, and nothing to configure.

Step 1 — Name what builds your side without you

After this step you know the worklist maintains itself. Every time a purchase document reaches Final, a trigger registers it into the Purchase Doc Matching Queue, provided the four conditions from lesson two hold. Nobody schedules that, nobody presses it, and it is current the moment your purchases are finalised. How you know it ran is direct and immediate: finalise a purchase invoice, open PD Matching Q., and the row is there with its document number, supplier, date and amount. If it is not there, one of the four conditions failed — and the one to check first is still the supplier tax number.

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

Step 2 — Name what runs in the other console

After this step you can describe AP Automation’s automation without naming a screen. Four scheduled processors do all of its work and the screens only read. Two of them gather your side: they sweep recently updated supplier delivery notes and goods received notes and fold them into one summary row per delivery, attaching the purchase order. Two gather the supplier’s side: they pick up newly read or received e-invoices and try to match them. All four are scheduled on your tenant by BigLedger support rather than by a setting you can see, so which of them run, and how often, is a question worth asking your support contact once and writing down.

Reference: AP Automation Applet — Before you can use it

Step 3 — Let the result go out to your suppliers by itself

After this step you have the one thing in this area that tells somebody something without anyone opening a screen. A report processor builds a spreadsheet of the matched and unmatched position for a supplier group and e-mails it to the main e-mail of every login linked to that group, asking the supplier to explain the unmatched rows in their own access applet. That is genuinely work off your desk. Three things have to hold, and a supplier who says they never receive it has failed one of them: the group has at least one linked login, that login has a main e-mail on it, and their row matched a group at all. A row matching no group is invisible to every supplier login, however it is linked.

Reference: AP Automation Applet — Lifecycle and effects

Step 4 — Name the places where nothing tells you anything

After this step you know what your own habits must cover. Three of them. A supplier with no tax number on file produces no queue row at all and nothing anywhere says so, so an absent supplier looks exactly like a compliant one. A matching queue row waits for a counterpart for ever, and waiting for ever is its normal state rather than a fault — which means the queue will never complain to you about anything. And when AP Automation’s processors are not scheduled on your tenant, the symptom is simply that nothing new appears in any summary, which looks identical to a quiet month. In all three the discovery is yours to make, which is what the thirty-second check at the end of this lesson is for.

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

Step 5 — Know the one action that does not exist here

After this step you will not look for a button that was never built. The board gives a buyer a window in which to reject a supplier’s e-invoice, and you may reasonably expect a screen for that in the applet where you reconcile supplier documents. There is none. No screen and no button anywhere in BigLedger rejects a supplier’s e-invoice. If you need to reject one, it happens on the MyInvois portal or on that supplier’s own buyer portal, and BigLedger will never learn that you did it. Build the habit around that: a rejection decided in your office has to be recorded in your office, because no screen here will remember it for you.

Reference: Incoming Supplier E-Invoices — Step 6: Know what month-end can and cannot prove

Step 6 — Have last month’s proof generated, and read it correctly

After this step your month-end starts with a report you did not build. The Discrepancies Report scheduler can produce last month’s report for every company with e-invoicing enabled and e-mail it to a configured address; like the processors, it is switched on for your tenant rather than by you. Two things to hold while reading it. The From Supplier, Matched figure counts the pairs you made, and unless supplier documents reach you over Peppol there are none to count, so zero is the expected answer. If you do receive over Peppol and you have been pairing, that figure should equal the pairs you made — and a zero then is worth chasing. The whole report compares your documents against BigLedger’s own e-invoice records, never against what the board holds, so anything keyed straight into the MyInvois portal appears nowhere on it.

Reference: My E-Invoice Admin Applet — 8. Monthly Report → Discrepancies Report

Step 7 — Run the thirty-second check that covers the gap

After this step you have the routine that sits exactly where the automation stops. At the end of each month, three questions. Does PD Matching Q. hold only the purchases you have not yet reviewed, everything else having been matched or pushed to the unmatched history? Is every supplier you expected to see on that list, and did any that is missing turn out to be missing a tax number rather than missing an e-invoice? And for every purchase above your own review threshold, is the supplier’s validated e-invoice filed with the purchase document? Everything else in this lesson happens whether or not you log in. Those three things happen only because you looked.

Reference: Incoming Supplier E-Invoices — What success looks like

How the steps fit together

    flowchart TD
  s1["Step 1 — Name what builds your side without you"]
  s2["Step 2 — Name what runs in the other console"]
  s3["Step 3 — Let the result go out to your suppliers by itself"]
  s4["Step 4 — Name the places where nothing tells you anything"]
  s5["Step 5 — Know the one action that does not exist here"]
  s6["Step 6 — Have last month's proof generated, and read it correctly"]
  s7["Step 7 — Run the thirty-second check that covers the gap"]
  s1 --> s2
  s2 --> s3
  s3 --> s4
  s4 --> s5
  s5 --> s6
  s6 --> s7
  

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.

Back to the course