Exception taxonomy

Find the plain-English category for each unmatched or ambiguous line, then follow the next action. Check timing and the report type before deciding that an item is missing.

bbf_anchor

Brought-forward check

The statement's opening balance is compared with your open items from the prior period. If the figures agree, the prior period is reconciled.

If the opening balances agree, continue; if they differ, investigate the prior period

Taught in Module 6: Payments, credits, timing, and opening balances

In your accounting system

If the balances agree, take no further action because the prior period is reconciled
If they differ, review the prior-period reconciliation for an explanation
If no prior reconciliation is available, ask the supplier for a breakdown of the opening balance
Record the difference and any items that may explain it on your exception log

Do not

Do not create invoices to force the balances to agree
Do not leave an unexplained difference unresolved because it may come from a prior-period error

status_conflict

Your ledger says paid — still open on their statement

Your accounting system shows the invoice as paid, but the supplier's statement still lists it as open. The two sides disagree on whether it has been settled.

Confirm the payment cleared, then ask the supplier to apply it

Taught in Module 6: Payments, credits, timing, and opening balances

In your accounting system

Confirm that the payment cleared your bank account
Check that you applied the payment to the correct invoice in your accounting system
Send the supplier the payment date, amount, and bank reference so they can apply it in their records
Keep the remittance advice available in case the supplier needs it
Check the next statement. If the invoice is still open after your policy's waiting period, escalate it

Do not

Do not pay the invoice again because it still appears open on the statement
Do not enter another bill for the same invoice
Do not treat it as a missing invoice when your ledger shows it as paid

statement_only

Billed by the supplier — not recorded in your ledger

The supplier's statement lists an invoice that you cannot find in your accounting system.

Request the missing invoice, then enter the bill from the source document

Taught in Module 4: Items on one side only

In your accounting system

List each unmatched statement line with its reference, date, and amount
Email the supplier and ask for PDF copies of those invoices
When the PDFs arrive, enter the bills against the correct supplier and legal entity in your accounting system
If the supplier says the invoices were already sent, search for them under the wrong supplier, the wrong company, or in a parked inbox

Do not

Do not pay from the statement without the supporting bill
Do not classify an invoice as missing until you have checked the report type and timing

Sample email template

Subject: Invoices needed for statement reconciliation

Hi {vendor},

We are reconciling your statement dated {statementDate} and need PDF copies of the following invoices, which are not yet in our system:

{invoiceList}

Please send them by {dueDate} so we can keep the reconciliation and next payment run on schedule.

Thank you,
{yourName}

amount_variance

Amount doesn't match

The same invoice reference appears on both sides, but the amounts differ. The cause may be a short-payment, price variance, or a credit applied on only one side.

Explain the amount difference before you clear or pay the item

Taught in Module 3: Date and amount differences

In your accounting system

Compare the statement with your bill and check for tax, freight, foreign exchange, or a short payment
Attach the supporting purchase order, receiving record, or remittance advice
If your amount is wrong, correct it in your accounting system
If the supplier's amount is wrong, contact them to arrange a credit note or correction
If the difference is material, escalate it to your AP lead or buyer under your company policy

Do not

Do not force a match when the amounts differ
Do not pay the statement amount until you understand the difference

Sample email template

Subject: Statement query: amount difference

Hi {vendor},

We are checking an amount difference on your statement dated {statementDate}. Our records show a different amount for the following invoice(s):

{invoiceList}

Please confirm by {dueDate} whether the difference relates to tax, freight, or a partial payment so we can align our records.

Thanks,
{yourName}

part_paid

Part-paid — billed in full, partly settled

The statement shows the full invoice amount, but your accounting system shows a smaller remaining balance. Part of the invoice has already been paid or credited.

Confirm the partial payment and check the balance still due

Taught in Module 3: Date and amount differences

In your accounting system

Check the bank statement to confirm that the partial payment cleared
Check that the remaining balance in your accounting system is correct
If both figures are correct, record the item as matched because the difference is explained
If the remaining balance is wrong, correct it in your accounting system

Do not

Do not pay the full invoice again; only the remaining balance is due
Do not clear the difference without confirming the partial payment

duplicate_statement

Charged twice on the statement

The same invoice reference appears more than once on the supplier's statement. It may be a duplicate charge.

Confirm the duplicate with the supplier and make only one payment

Taught in Module 5: Statement layout fluency

In your accounting system

Check that both statement lines have the same reference and amount
Ask the supplier which line is correct, or whether one was included in error
Pay the invoice only once and keep a second bill out of your accounting system
Record the query on your exception log

Do not

Do not pay both statement lines
Do not enter a second bill for the duplicate line

credit_on_account

Credit on account — not yet allocated

A credit note or payment in your accounting system is not tied to a specific invoice on the statement.

Apply the credit to the correct invoice or invoices

Taught in Module 6: Payments, credits, timing, and opening balances

In your accounting system

Identify the invoice or invoices that the credit or payment belongs to
If you do not have the credit memo, request a copy from the supplier
Enter or apply the credit against the correct invoice or invoices in your accounting system
Adjust the next payment run for the reduced balance

Do not

Do not leave the credit unapplied and risk an overpayment
Do not apply the credit to an unrelated invoice simply to clear the exception

Sample email template

Subject: Credit memo needed for statement reconciliation

Hi {vendor},

Please send the credit memo documentation for the following item(s):

{invoiceList}

Please send it by {dueDate} so we can apply the credit before the next payment run.

Thanks,
{yourName}

ambiguous_match

Ambiguous — can't safely match

A statement line has the same amount and date as more than one invoice, and there is no reference number to identify the correct one.

Use the supporting records to identify the right invoice

Taught in Module 3: Date and amount differences

In your accounting system

Check purchase order numbers, goods receipt records, and delivery notes to identify the correct invoice
If the records do not resolve it, ask the supplier which invoice the statement line refers to
Once identified, record the match in your accounting system or reconciliation worksheet
If you still cannot identify the invoice, leave the item open and record it on the exception log

Do not

Do not guess, because a wrong match can hide a real discrepancy
Do not match on amount alone

date_mismatch

Date differences

The invoice reference and amount match exactly, but the dates differ, even by one day.

Check the source invoice and correct the date that is wrong

Taught in Module 3: Date and amount differences

In your accounting system

Open the original invoice PDF and compare its date with the statement and your accounting record
If your accounting record is wrong, correct the date in your accounting system
If the supplier re-dated the invoice, document what happened and retain both dates for reference
After resolving the difference, record the item as matched on your reconciliation worksheet

Do not

Do not clear the difference until you have confirmed the correct date
Do not change a date without checking the original invoice

not_open_maybe_paid

On statement but missing from your ledger

An invoice on the statement does not appear in your open-payables report. Because that report lists only unpaid invoices, the invoice may already be paid.

Check for an earlier payment before treating the invoice as missing

Taught in Module 4: Items on one side only

In your accounting system

Check your paid invoice list or bank statement to see whether the payment was made
If it was paid, no action is needed because an open-items report should exclude it
If it was not paid, enter the bill in your accounting system and arrange payment
For future reconciliations, use a full transaction list that includes paid items instead of an aged payables report

Do not

Do not ask the vendor for a missing invoice until you have checked whether it was paid
Do not enter another bill when the original has already been paid

out_of_period

Outside the period this report covers

A statement line is dated outside the range covered by your accounting system report.

Leave the item outside this reconciliation because it falls outside the report period

Taught in Module 4: Items on one side only

In your accounting system

Take no action on this item because its date falls outside the period covered by your accounting report
If you need it included, provide a wider report that covers the relevant period
If your process requires it, record the item as 'outside period' on the exception log

Do not

Do not raise a vendor query when there is no discrepancy
Do not enter another bill only because the item appears on the statement

ledger_only

In your ledger — missing from their statement

An open invoice in your accounting system does not appear on the supplier's statement.

Check timing and status before asking the supplier about the omission

Taught in Module 4: Items on one side only

In your accounting system

Check whether the invoice entered your accounting system after the statement was prepared. If so, it is a timing difference and should appear on the next statement
Confirm that the statement period and legal entity match the invoice
Check the bill for an open dispute, debit note, or payment hold
If timing does not explain the omission, ask the vendor why the invoice is not listed and include your invoice reference
Record the item on the exception log and keep the bill in your accounting system while you investigate

Do not

Do not write off the bill without evidence
Do not treat its absence from an aged statement as proof that the bill is wrong

Sample email template

Subject: Statement query: open invoices not listed

Hi {vendor},

The following invoices remain open in our system but are not listed on your statement dated {statementDate}:

{invoiceList}

Please confirm by {dueDate} whether they were omitted in error, are disputed, or fall into a different timing period.

Thanks,
{yourName}

ledger_out_of_period

In your ledger — outside the period

An open invoice in your accounting system is outside the report period or dated after the statement's latest date.

Leave the item for the reconciliation period it belongs to

Taught in Module 4: Items on one side only

In your accounting system

Take no action in this reconciliation because the item is dated outside the period being reviewed
Include it when you reconcile the period that contains its date
If your process requires it, record the item as 'outside period' on the exception log

Do not

Do not contact the vendor about a discrepancy when none exists

duplicate_ledger

Recorded twice in your ledger

The same invoice appears more than once in your accounting system and may have been posted twice.

Stop payment while you identify and reverse the duplicate entry

Taught in Module 5: Statement layout fluency

In your accounting system

Place both entries on payment hold immediately
Compare the purchase order, receiving record, and invoice PDF to determine which entry is correct
If neither entry has been paid, void or cancel the duplicate in your accounting system
If both entries have been paid, request a refund or credit from the supplier. Controller sign-off is recommended for material amounts

Do not

Do not pay both entries
Do not conclude that equal amounts prove the entries are duplicates without checking the source records

fuzzy_ref

Reference doesn't match (amount agrees)

The statement and your invoice have the same amount, but the reference numbers use different formatting.

Check that the differently formatted references belong to the same invoice

Taught in Module 2: Perfect and near-perfect matches

In your accounting system

Compare the normalized reference numbers. Prefixes, suffixes, and formatting have been removed
If both references identify the same invoice, record it as matched on your reconciliation worksheet
To make future matching easier, use the supplier's reference format in your accounting system

Do not

Do not treat formatting differences alone as evidence of a different invoice
Do not change a reference until you have confirmed it

status_conflict_timing

Timing differences around the closing date — no action needed

Your ledger shows the invoice as paid, and the invoice date is close to the supplier's closing date. The difference is treated as settlement timing rather than a dispute.

Treat the open item as normal settlement timing and check the next statement

Taught in Module 6: Payments, credits, timing, and opening balances

In your accounting system

Take no action now because the invoice date is close to the statement closing date and the payment is still in transit
Keep the remittance advice available in case the supplier needs it
Check the next statement to confirm that the item no longer appears open
If your process requires it, record the item as 'timing' on the exception log

Do not

Do not pay again while the first payment is in transit
Do not request invoices that you have already paid
Do not treat normal settlement timing as a missing invoice or dispute

many_to_one

Consolidated — one statement line, several invoices

One statement line equals the sum of several invoices in your accounting system. The invoices are matched as a group.

Record the confirmed consolidated match

Taught in Module 5: Statement layout fluency

In your accounting system

No correction is needed because one statement line equals the total of several invoices in your records
Review the listed invoices if you need to confirm how the total was built
Record the item as matched on your reconciliation worksheet

Do not

Do not enter another invoice for the consolidated statement line
Do not raise a vendor query when the totals already agree

one_to_many

Split — one invoice, several statement lines

One invoice in your accounting system appears as several statement lines, and their total matches the invoice.

Record the confirmed split-line match

Taught in Module 5: Statement layout fluency

In your accounting system

No correction is needed because one invoice in your records equals the total of several statement lines
Review the listed statement lines if you need to confirm how the total was built
Record the item as matched on your reconciliation worksheet

Do not

Do not enter separate invoices for each statement line
Do not raise a vendor query when the totals already agree

date_corroborated

Matched on amount + date

The reference is missing or different, but the amount and date agree within 7 days. The pair is treated as matched.

The amount and date support the match; review the references and record it

Taught in Module 2: Perfect and near-perfect matches

In your accounting system

Review both references. This match is based on the amount and date, not the reference number
If the evidence is sufficient, record the item as matched on your reconciliation worksheet
To improve future matching, add the supplier's reference number to the statement line in your records

Do not

Do not force the references to match without confirming they relate to the same invoice
Do not leave a clear amount-and-date match unresolved only because the references differ

clean_match

Fully reconciled

The invoice reference, amount, and date agree on the statement and in your accounting system.

Record the match and continue

Taught in Module 2: Perfect and near-perfect matches

In your accounting system

Record the invoice as matched on your reconciliation worksheet
Leave the accounting system unchanged because the statement and your records already agree

Do not

Do not enter the bill again
Do not open a vendor query for a line that already matches

new_vendor_opening

New-vendor opening balance (course-only)

The first statement from a new vendor shows a nonzero opening balance. The opening balance should be zero, so you need a breakdown rather than assumed missing invoices. You must check this yourself.

Confirm a new vendor starts with a zero balance or obtain a breakdown

Taught in Module 7: Exception log workflow and course-only concepts

In your accounting system

Check the vendor master and prior reconciliation history to confirm that this is the first statement received from the vendor
If the opening balance is zero, continue with the activity-line matching
If the opening balance is not zero, ask the vendor for a breakdown before accepting it as a carry-forward

Do not

Do not accept a nonzero opening balance from a new vendor without a breakdown
Do not record it as a carry-forward when there is no prior reconciliation to support it

document_type_mismatch

Document type mismatch (course-only)

The amount and date agree, but one side is an invoice and the other is a credit note. These are different document types. You must check this yourself.

Check whether the source is an invoice or credit note, then correct the AP entry

Taught in Module 7: Exception log workflow and course-only concepts

In your accounting system

Compare the supplier document with the AP entry and confirm whether the source is an invoice or a credit note
If AP recorded a supplier credit note as an invoice, reverse or void the incorrect invoice entry
Record the credit note with the correct sign and apply it to the relevant invoice when the supporting records confirm the allocation
Run the reconciliation again after correcting the AP entry

Do not

Do not use a matching amount and date as proof that an invoice and credit note are the same document
Do not apply the credit to an unrelated invoice simply to clear the exception

dispute_on_hold

Dispute / hold (course-only)

You already know that this line is disputed with the vendor. The software does not have your dispute records.

Keep the invoice on hold and track the dispute until it is resolved

Taught in Module 7: Exception log workflow and course-only concepts

In your accounting system

Mark the bill as disputed or on hold in your accounting system
Record the reason, owner, and target resolution date on the exception log
Keep the bill out of payment runs until the dispute is resolved
Once resolved, remove the hold, update the exception log, and schedule the invoice for payment

Do not

Do not mark the invoice as matched while the dispute remains open
Do not promise a payment date before the dispute is resolved

Sample email template

Subject: Statement query: invoice on hold

Hi {vendor},

The following invoice from your statement dated {statementDate} is on hold while we resolve an outstanding issue:

{invoiceList}

We expect to resolve it by {dueDate} and will update you when the invoice can be scheduled for payment.

Thanks,
{yourName}

vendor_data_issue

Vendor data issue (course-only)

The statement has the wrong legal entity, wrong currency, or an implausible statement date. You must check these details yourself.

Pause the reconciliation until you have the correct statement details

Taught in Module 7: Exception log workflow and course-only concepts

In your accounting system

Confirm the legal entity, currency, and statement date with the vendor
Request a corrected statement before continuing the matching work
Resume matching only when the statement uses the correct entity and currency

Do not

Do not reconcile one company's statement against another company's records
Do not guess the legal entity or currency

Sample email template

Subject: Statement query: confirm entity and currency

Hi {vendor},

Before we reconcile the statement dated {statementDate}, please confirm by {dueDate} which legal entity and currency it covers. We need to match it against the correct records.

Thanks,
{yourName}

Statement Zen Academy Team — Practical guidance based on Statement Zen's vendor statement reconciliation work. · Last updated 21 July 2026