What arrives, and what never will — transcript

Play this as a presentation — one slide per step, with the same narration. Every word of every step is on this page.

This lesson is for you if you run the books at GadgetSphere and you are about to open the receiving side of the reconciliation for the first time. About ten minutes. You will learn which screen holds what genuinely arrived, which screen will stay empty until BigLedger points it at production, and why the almost identical menu underneath it is about something else completely — and is not as harmless as it looks. Most of this lesson is about not wasting your time.

Step 1 — Open the incoming side and see what is really there

After this step you know where supplier documents land. Still in Reconciliation, Purchase, open Inc. E-Invoice Match Q. Every row here is a supplier document that BigLedger has actually received and can pair with one of your purchases. A Match Source column on each row records how that document reached you. This is the only screen that feeds the matching, so it is the only place a pair can come from. If it has rows, lesson four pairs them. If it is empty, that is the ordinary case, and the rest of your reconciliation is the hand check in lesson five.

Reference: Supplier e-invoices: see what arrives, and pair it with your purchase — Step 2: See what has actually arrived

Step 2 — Expect it to be thin, and know why

After this step an empty screen will tell you nothing alarming. For the overwhelming majority of your suppliers — everyone who files with the board and then sends you a PDF or a piece of paper, which is almost everyone — the matcher has no record of that e-invoice. There is exactly one live way in, and it is Peppol. The other route the documentation mentions, an intake that reads e-mailed invoices by optical character recognition, cannot reach this queue: the job needs a source marker that nothing in the product ever sets, so every document it reads is skipped. If you do not receive over Peppol, this screen stays empty however long you wait.

Reference: Supplier e-invoices: see what arrives, and pair it with your purchase — Step 2: See what has actually arrived

Step 3 — Look at From IRB E-Invoice once, then stop going back

After this step you will stop waiting for a screen that does not fill by itself. Under External Reception there is a screen called From IRB E-Invoice, and its name promises exactly what you want: the e-invoices the board holds with your company named as the buyer. Two background runs are meant to fill it, but as installed the first one asks MyInvois’s test system, not production, so your real suppliers’ documents never arrive until BigLedger switches it over, and a tenant created before those runs existed may not have them at all. Ask your BigLedger contact both questions once. Even when it fills, nothing pairs it with your purchases, so keep it out of your matching routine. Treating its emptiness as a finding about your suppliers is the classic mistake here.

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

Step 4 — Leave the sales-side reconciliation alone

After this step you will not confuse two menus that look like twins. Underneath Reconciliation, Purchase sits Reconciliation, Sales, laid out the same way with the same buttons. It is a different subject: its register holds your own sales documents, the ones finalised with Skip E-Invoice set. Now the part that matters, which no screen tells you. Do not press Auto Match on the sales-document queue. It is wired to the purchase-side matcher — the same call the purchase screen makes — so a pass you start there runs across your supplier reconciliation and can pair and clear rows you were about to review. Everything you need is on the five purchase-side screens. Leave the sales side alone.

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

Step 5 — Learn the five screens as one loop

After this step the menu stops looking like a wall. There is one fact worth carrying out of it, and no screen states it: every row in this area is in exactly one of five places at a time, but not every move between them is a clean round trip. Clearing is: a purchase row you pushed to Unmatched PD History too early comes back to the matching queue with Pushback. Matching is not. Pushback to Queues rebuilds both rows from the supplier document’s values, and after a pair you made by hand your purchase comes back tied to no document, as a blank line, off your worklist. So learn the clearing buttons by using them, but never learn Match by trying it. Check the pair first, and treat Match as final.

Reference: Supplier e-invoices: see what arrives, and pair it with your purchase — What Matched History records, and what Pushback gives back

How the steps fit together

    flowchart TD
  s1["Step 1 — Open the incoming side and see what is really there"]
  s2["Step 2 — Expect it to be thin, and know why"]
  s3["Step 3 — Look at From IRB E-Invoice once, then stop going back"]
  s4["Step 4 — Leave the sales-side reconciliation alone"]
  s5["Step 5 — Learn the five screens as one loop"]
  s1 --> s2
  s2 --> s3
  s3 --> s4
  s4 --> s5
  

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.

Next: Pair one by hand · Back to the series · Play this as a presentation