Perfect and near-perfect matches
Clear the straightforward matches: clean_match when reference, amount, and date agree; date_corroborated when amount and date support the match; and fuzzy_ref when reference formatting differs.
When the invoice reference, amount, and date agree on the statement and in your accounting system, it is a clean match (clean_match). Mark it as matched and move on.
When the reference is missing or different but the amount and date agree within 7 days, it is a match supported by the date (date_corroborated). The software treats the pair as matched.
When the amount agrees and the references use different formatting, it may be a fuzzy reference match (fuzzy_ref). For example, the statement may show 'INV-1234' while your system shows '1234'. The software compares the core number after removing common prefixes and formatting.
- Clear the exact matches first so you can focus on the lines that need review.
- Reference normalisation allows 'INV-1001' and '1001' to be compared as the same invoice number. The software removes common prefixes, suffixes, leading zeros, and formatting characters.
- Any line left after matching needs an explanation and a next action.
- For clean_match, no change is needed. For date_corroborated, no change is required, though you can add the reference for future matching. For fuzzy_ref, compare the amount, normalised reference, and surrounding details, then confirm the documents refer to the same invoice. Contact the vendor only if you still cannot confirm the match. Standardise the reference in your system if needed.
Watch: see each category in the software
Fully reconciled
Record the match and continue
When all invoice details agree
Answer every question, then check your result. You will see the pass mark after you submit.
1. The invoice reference, amount, and date agree on the statement and in AP. What should you do?
Matched on amount + date
The amount and date support the match; review the references and record it
When amount and date support the match
Answer every question, then check your result. You will see the pass mark after you submit.
1. The statement has no usable reference, but one AP invoice has the same amount and a date within 7 days. What should you do?
Reference doesn't match (amount agrees)
Check that the differently formatted references belong to the same invoice
When the reference format differs
Answer every question, then check your result. You will see the pass mark after you submit.
1. The amounts agree, and the references contain the same invoice number in different formats, such as “INV-1234” and “1234”. What should you do?
Match the clear invoice pairs
Match a statement line to an AP line only when the invoice number, amount, and date agree. Leave anything else unmatched rather than forcing a pair.
The statement this lab is drawn from
Harbury & Blake Industrial Supplies Ltd
Unit 7, Pennington Trade Park
Foleshill Road, Coventry CV6 5RJ
VAT 412 8876 03 · Company 04871260
- Account no.
- HB-04182
- Statement date
- 31 July 2026
- Statement no.
- ST-2026-07-0413
- Currency
- GBP (£)
- Terms
- 30 days net
- Basis
- Open item
Statement of account
Account of Westmere Joinery Ltd · Accounts Payable, 14 Calder Way, Holbeck, Leeds LS11 8QP
| Date | Reference | Description | Debit | Credit | Balance |
|---|---|---|---|---|---|
| 01 Jul | — | Balance brought forward — 2 documents open at 30 June | $3,412.60 | ||
| 03 Jul | INV-20714 | Steel banding, 20 mm × 40 coils | $1,284.00 | $4,696.60 | |
| 09 Jul | INV-20776 | Hardwood dowel stock, 12 mm × 300 lengths | $2,145.80 | $6,842.40 | |
| 14 Jul | CRN-3391 | Credit note — 6 coils returned damaged, against INV-20714 | $192.60 | $6,649.80 | |
| 17 Jul | INV-20831 | Cabinet hinges, 100 mm brass, 12 boxes | $968.40 | $7,618.20 | |
| 22 Jul | ALL-8802 | Payment allocated in part to INV-20776 — balance remains open | $1,000.00 | $6,618.20 | |
| 28 Jul | INV-20907 | Abrasive belts, assorted grits, 15 packs | $1,376.25 | $7,994.45 | |
| 30 Jul | INV-20915 | Carriage, next-day pallet, against INV-20907 | $45.00 | $8,039.45 | |
| Totals for period | $5,819.45 | $1,192.60 | |||
| Balance carried forward at 31 July 2026 | $8,039.45 | ||||
Ageing of the closing balance
| Current | 31–60 | 61–90 | Over 90 | Total |
|---|---|---|---|---|
| $4,626.85 | $2,128.60 | $1,284.00 | $0.00 | $8,039.45 |
Remittance advice
Please quote account HB-04182 and the individual document references on all payments. Where a payment settles part of a document only, please state which document it is against; unallocated cash is held on account and will show as a credit on next month's statement rather than clearing an invoice.
Queries on any line above should be raised within 14 days of the statement date.
Detach and return with payment — Account HB-04182 — Statement ST-2026-07-0413 — amount remitted £ ______________ — documents settled ______________________________
Click a statement line, then click an AP line to pair. Click a pair badge to unlink. The statement and AP extract may use different layouts.
Ironbark Fasteners Pty Ltd
12 Foundry Rd, Underwood QLD 4119
Statement date: 2026-03-22
Vendor statement(Open-item statement (S1))
AP / ERP extract
Explain the unmatched items
Review each unmatched item and choose the explanation that fits. Check whether the item appears only on the statement, only in AP, or has enough evidence to match.
Select a card, then choose a category. If you treat a timing or report-type difference as a missing item, you will need to retry the lab.
Statement Zen Academy Team — Practical guidance based on Statement Zen's vendor statement reconciliation work. · Last updated