Exception log workflow and course-only concepts
Classify every remaining item, record the evidence and next action, and complete the exception log. You will also check new_vendor_opening, document_type_mismatch, dispute_on_hold, and vendor_data_issue items yourself.
Use the same sequence each time: confirm the entity, vendor, period, and currency; check the statement arithmetic; match the lines; classify what remains; take the required action; and complete the exception log.
Give every remaining item a category and a next action. The software shows 20 action categories from a total of 21; the remaining category needs no action and is not shown. This course also covers 4 checks that you need to make yourself.
- Course-only concept — new_vendor_opening: The first statement from a new vendor shows a nonzero opening balance. The opening balance should be zero. Ask the vendor for a breakdown rather than creating missing invoices to explain it. You need to check this yourself.
- Course-only concept — document_type_mismatch: One side shows an invoice and the other shows a supplier credit note. They are different document types even when the amount and date agree. Check the original document, reverse any wrongly entered AP invoice, and record or apply the credit note correctly.
- Course-only concept — dispute_on_hold: You already know that this line is disputed with the vendor. Flag it as disputed, record the reason, and exclude it from payment until the issue is resolved. The software does not have your dispute records.
- Course-only concept — vendor_data_issue: The statement has the wrong legal entity, wrong currency, or an implausible date. Stop the reconciliation and request the correct statement. You need to check these details yourself.
- Each remaining item needs a category and a next action in your accounting system. Statement Zen reads your accounting data but does not make changes to it.
- Use the downloadable reconciliation workbook to carry each Academy category into an operational cause code and disposition. For example: status_conflict_timing → TIMING-PAY-TRANSIT, statement_only → INV-NOT-POSTED, and a valid settlement-discount residual → SD-RESIDUAL / NEVER-CHASE.
- Hold timing items; chase true missings and amount issues. A defensible exception log beats 'we think it's fine.'
Use the reconciliation workbook
The Academy teaches human-readable categories. The workbook turns them into operational cause codes such as TIMING-PAY-TRANSIT, INV-NOT-POSTED, and SD-RESIDUAL for sign-off.
Download the workbookBuild the reconciliation exception log
Review each unmatched item and choose the explanation you would record in the sign-off log.
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.
Reconcile one vendor from first check to sign-off
Work through one vendor reconciliation from the first review to sign-off. At each step, choose the next action you would take. If the choice creates a problem, review the consequence and try again.
Acme Fasteners’ monthly statement shows a closing balance of $18,940, which is much higher than the balance in the AP report you received.
What should you check first?
Statement Zen Academy Team — Practical guidance based on Statement Zen's vendor statement reconciliation work. · Last updated