The invoice agrees with the PO quantity, but not with the recorded receipt. Check delivery evidence and receipt timing before changing the invoice or accepting the difference.
FOR ACCOUNTS PAYABLE AND PURCHASING
Reconcile supplier invoices in Excel.
See what needs a check.
Put invoice data beside the purchase order and receipt. Find quantity and price differences, keep the source references, and record the decision before the bill moves on.
No credit card required
BRACKETS · PO-204 · LINE 1 Fictional example
Ordered12 EA
Received10 EA
Invoiced12 EA
2 units above the recorded receipt
Confirm a later delivery or request a correction. Keep the line open until the evidence explains it.
Invoice price vs PO price$45 = $45
The price agrees. The quantity still needs review.
Source values → comparison → recorded decision
TWO ROWS, TWO DIFFERENT QUESTIONS
A matching invoice total
is not the whole check.
In this fictional invoice, both quantities match the order. But the bracket quantity exceeds the receipt, and the bolts cost more per box than the PO price. Keep those differences separate so the right person can resolve each one.
| Item | Unit | PO qty | Received | Billed | PO price | Billed price | Review question |
|---|---|---|---|---|---|---|---|
| BRK-04 | EA | 12 | 10 | 12 | $45 | $45 | Were 2 more units received? |
| BOLT-M8 | BOX | 3 | 3 | 3 | $28 | $30 | Was the higher price agreed? |
Scroll sideways to compare the complete row.
The bolts have the expected quantity. Ask whether a price change was agreed, then record the evidence or request a corrected invoice.
KEEP EXTRACTION AND COMPARISON CONNECTED
Get useful rows.
Then apply your rules.
DigiParser extracts invoice fields and item tables. Bring that output into your review workbook alongside the PO and receipt records from your purchasing process.
Choose the comparison keys before joining the data. Supplier, PO, line number and unit can all matter. Keep source values unchanged and put corrections or decisions in separate review fields.
See how to structure invoice item rows · Invoice extraction capabilities
- 01
Extract the invoice detail
Capture the invoice reference, PO reference, supplier SKU, description, unit, quantity and unit price. Check the data against the invoice.
- 02
Bring in the matching source records
Use the relevant order lines and receipt quantities. Map supplier codes where needed. Confirm that a box, case or each has the same meaning in every source.
- 03
Calculate the differences
Compare billed quantity with both ordered and received quantity. Compare the billed unit price with the agreed price. Keep invoice charges outside the item comparison.
- 04
Record the resolution
Assign a reviewer, note the supporting evidence and follow your approval process. A zero difference does not replace the other checks required to approve a bill.
MAKE THE COMPARISON FAIR
Check what each number represents.
Partial deliveries
A PO may be fulfilled over several receipts and invoices. Check prior billings and returns. Do not compare every new invoice with the full PO quantity as though nothing has been billed before.
Different units or currencies
Normalize only with a known conversion rule. Keep the original values and the conversion separately. A quantity difference is meaningless when one source uses boxes and another uses individual pieces.
Missing records
A blank receipt quantity is missing evidence, not confirmation of zero delivery. Keep the item open until the record is available. Document any manual override with a reason and reviewer.
The example uses exact comparisons.
It has no price tolerance, prior invoices, returns, tax or freight. Use it to understand the checks, then adapt the workbook to your actual source structure and approved rules before routine use.
CHANGE THE INPUTS. FOLLOW THE DIFFERENCE.
A reconciliation workbook with something to investigate.
Work through two fictional invoice rows: a quantity above the receipt and a unit price above the PO. Change the source values to see the checks update.
- Separate PO, receipt and invoice inputs
- Quantity and price differences calculated with formulas
- Reviewer and resolution columns for your decision
Fictional example with exact numeric checks, one invoice and no prior billings. Match rules and approvals belong to your team.
Supplier invoice reconciliation
Two sheets: Review and Source inputs. Missing numeric inputs stay visible. No macros or external data connections.
Download reconciliation exampleYOUR QUESTIONS, ANSWERED
Invoice reconciliation:
what to know.
Does DigiParser automatically perform a three-way match?
This page shows an Excel review workflow. DigiParser supplies extracted invoice data. Your team or configured receiving system supplies the PO and receipt records, matches the references and applies the approval rules. Do not treat extraction as payment authorization.
How do I join invoice rows to PO rows?
Use the supplier, PO reference and line identifier or mapped item code. Confirm the unit before comparing quantities. Descriptions alone are weak identifiers, and the same SKU can occur on more than one line of a PO.
What if a supplier bills a partial delivery?
Compare the invoice with the relevant receipt records and prior invoices for that PO line. The sample covers one invoice and one cumulative receipt quantity. A production process needs to account for earlier billings, returns and later receipts.
Can I use a tolerance instead of exact equality?
Yes, if your organization has an approved tolerance rule. The sample flags any numeric difference so the example is easy to inspect. Define separate quantity and price rules before adding tolerances, and record who can accept a difference.
How should freight, tax and discounts be checked?
Compare invoice-level charges separately from item quantities and unit prices. A difference in freight is not a quantity discrepancy. Retain any agreed charge or discount reference and check the total after the item review.
What if the receipt record is missing?
Leave the receipt input blank and keep the item open. Zero received and no receipt evidence are different conditions. The workbook marks missing numeric inputs as Needs source rather than showing a clean match.
Is a row with no numeric difference ready for payment?
No. Matching quantities and prices is one check. Your process still needs valid source records, duplicate checks, appropriate review and the required approval before payment.