Exception log workflow and course-only concepts
Classify every leftover and sign off with a defensible log. Includes course-only concepts the software does not detect: new_vendor_opening, document_type_mismatch, dispute_on_hold, and vendor_data_issue. Learn what to do in your accounting system for each category.
Repeatable workflow: confirm entity, vendor, period, and currency → prove statement math → match → classify leftovers → act only on true exceptions → sign off with an exception log.
Every leftover gets a category and a next action. The software produces 20 action categories (out of 21 emitted — the 21st is suppressed noise). This course also teaches 4 course-only concepts the software does not detect — you need to watch for these yourself.
- Course-only concept — new_vendor_opening: This is the first statement from a new vendor and it shows a nonzero opening balance. The opening balance should be zero. A nonzero balance needs a vendor breakdown, not invented missing invoices. The software does not detect this — you must check manually.
- Course-only concept — document_type_mismatch: An invoice on one side and a supplier credit note on the other are different document types, even if amount and date agree. Check the original document, then reverse the wrongly entered AP invoice and record or apply the credit note correctly.
- Course-only concept — dispute_on_hold: You already know there is a disagreement with the vendor over this line. Flag it as disputed in your accounting system, log the reason, and exclude from payment until resolved. The software does not know about your disputes.
- Course-only concept — vendor_data_issue: The statement is for the wrong legal entity, wrong currency, or has an implausible date. Stop reconciling and request the correct statement. The software does not check this.
- Every leftover gets a bucket and a next action — 'what to do in your accounting system' is part of the course because the software only reads, it does not write.
- Hold timing items; chase true missings and amount issues. A defensible exception log beats 'we think it's fine.'
Lab 6.1 — Build the exception log
Click each leftover, then click the correct exception bucket (this becomes your sign-off log).
Select a card, then click a bucket. Timing and report-flavour mistakes that look like “missing” are critical fails.
M6 — Full vendor case, start to sign-off (Final Challenge dry run)
Work one vendor case from first look to sign-off. At each step, pick the best next action. If you pick wrong, you'll see exactly what that choice costs you before trying again.
You've just received Acme Fasteners' monthly statement showing a closing balance of $18,940 — well above what your AP extract shows for them.
What's your first move?
Statement Zen Academy Team — Built from Statement Zen's own vendor statement reconciliation engineering and casework — pending Michael's named byline commitment (spec.md section 7). · Last updated