Reconcile Procurement Data. Investigate Exceptions with Evidence.
Review price lists, agreements, purchase orders and invoice lines within a defined scope—without savings guarantees.
What an exception record looks like
Price record / PO line / invoice line
Effective date + currency + unit + item key
Review: price difference, match still unconfirmed
Illustrative only; no actual transaction or proven entitlement.
When supplier prices and documents fail to reconcile
Wholesale purchase prices can depend on agreements, effective-dated lists, temporary conditions and purchase orders. Invoices may have different identifiers or line-level granularity. A difference only becomes interpretable after unit conversions, currencies, discounts and validity periods have been considered.
Conflicting price versions
Supplier prices change, while effective dates or condition types may be missing from exports.
Unreliable matching
Supplier item IDs, internal SKUs, PO lines and invoice lines do not always form a clear chain.
Unresolved business cases
A calculated amount looks unusual, but the cause and commercial meaning remain unconfirmed.
Which inputs can be considered?
Checks require approved sources and an explicit feasibility assessment. Not all ERP exports contain suitable line identifiers or sufficient detail.
Agreement or price list
Supplier, item, price basis, unit, currency, validity period, allowances and contractual conditions.
Purchase order and receipt
PO header and lines, quantities, item keys, agreed purchasing prices and relevant receipt references.
Invoice and credit note
Line items, posting date, quantity, amounts, currency and any available correction references.
Matching must be explainable – and sometimes impossible
An exception register should not merely colour rows red. It should show which business rule justified the comparison and when the underlying evidence is insufficient.
Identify keys and data grain
Define supplier, item, document and line references at the appropriate level.
Normalise comparable terms
Apply documented unit, currency, discount and effective-date rules.
Run the reconciliation
Use defined joins and tolerances; separate ambiguous or missing matches.
Classify exceptions
Keep row-level evidence, the rule applied, current status and only provisional financial exposure.
Complete business review
Procurement/Finance confirms interpretation and owns the decision about claims or follow-up actions.
An exception ledger, not a headline savings figure
One possible deliverable is a traceable case list linking source records to rules and unresolved questions. Final columns and thresholds are agreed for the project.
Matched
A supported match does not trigger an open issue under the agreed test.
Review
A calculated difference or ambiguous condition needs a business decision.
Unmatched
Missing keys or insufficient detail prevent a dependable conclusion.
Five separate stages
Business-data review, not a statutory audit
Here, “assurance” means traceable reconciliation and exception review. It is not legally binding contract interpretation, statutory audit, guaranteed recovery or unrestricted ERP write-back.
Will you deliver a list of recoverable amounts?
No. A calculated difference is a review signal, not an established claim. Contractual rights and follow-up decisions require authorised business or legal review.
What if invoice lines cannot be matched to orders?
They remain visibly unmatched or pending review. A certain match rate cannot be promised.
Can the controls be run monthly?
Recurring monitoring is an optional, separately scoped follow-up, not part of every engagement.
Explore related pages
Define a practical scope before committing to a project.
We review source data, checks and acceptance criteria before a proposal. No blanket delivery or savings guarantee.