Vendor Reconciliation

	Vendor reconciliation — how to use

	Use this workbook when your balance with a supplier or customer does not agree with theirs. Each side lists its own entries; the workbook matches them by reference and shows exactly which items explain the difference.

	Fill in
	Cells with this fill are inputs. Everything else is calculated.
	1. Our ledger: your entries on this account for the period and your opening balance (export from your accounts payable or receivable ledger).
	2. Their ledger: the other party's entries — from their statement of account, or entered by them directly when you share the workbook.
	3. Match: every reference is compared automatically — matched, amount differs, only in ours, only in theirs, duplicate. For each line with a difference, choose a reason and which side will correct it.
	4. Reconciliation: balance per our books, plus the reconciling items by reason, must equal the balance per their books. Unexplained difference must be 0.00. Below it, the agreed balance after both sides post their corrections.

	Rules that keep the match honest
	Use the same reference on both sides: the supplier's invoice number, the credit note number, and the payer's payment or remittance reference.
	Both ledgers use one sign: positive balance = the customer owes the supplier. Charges increase it; payments and credits reduce it.
	Reasons are entered by row on the Match sheet. If you re-sort a ledger after choosing reasons, check them again.
	A payment in transit or an invoice the other side has not yet booked is a timing difference; it clears when that side posts it. A pricing difference or a duplicate needs a correcting document.

	Next step
	When the unexplained difference is 0.00, send the balance confirmation letter or sign the reconciliation statement with both balances and the agreed balance.

OUR LEDGER
Your side: every document on this account in your books for the period, with your opening balance.
Ledger of	Tallis Creek Foods Inc.
Other party	Corvane Packaging LLC
Account no.	V-20418
Period from	1 Aug 2026
Period to	31 Oct 2026
Currency	USD
Opening balance	18,640.00
Balance sign: positive = amount the customer owes the supplier. Charges increase it; payments and credits reduce it. Both ledgers use the same sign.
		Charges		88,492.50
		Payments and credits		66,320.50
		Closing balance		40,812.00

Date	Type	Reference	Description	Charges	Payments and credits	Signed amount	Running balance	In other	Only #
4 Aug 2026	Invoice	INV-50211	Corrugated cartons, PO 7781	9,860.00		9,860.00	28,500.00	1
11 Aug 2026	Payment	PMT-1012	ACH payment, July invoices		18,640.00	-18,640.00	9,860.00	1
14 Aug 2026	Invoice	INV-50224	Shrink film rolls, PO 7795	7,425.50		7,425.50	17,285.50	1
22 Aug 2026	Invoice	INV-50238	Printed trays, PO 7802	12,180.00		12,180.00	29,465.50	1
28 Aug 2026	Debit note	DN-0412	Expedited freight, PO 7802	385.00		385.00	29,850.50	1
29 Aug 2026	Credit note	CN-2189	Short delivery on INV-50224		612.00	-612.00	29,238.50	1
3 Sep 2026	Payment	PMT-1021	ACH payment, INV-50211		9,860.00	-9,860.00	19,378.50	1
9 Sep 2026	Invoice	INV-50259	Corrugated cartons, PO 7830	6,940.00		6,940.00	26,318.50	1
15 Sep 2026	Payment	PMT-1027	ACH payment, INV-50224 net of CN-2189		6,813.50	-6,813.50	19,505.00	1
18 Sep 2026	Invoice	INV-50267	Labels and tape, PO 7841	11,275.00		11,275.00	30,780.00	1
30 Sep 2026	Invoice	INV-50281	Printed trays, PO 7856	8,050.00		8,050.00	38,830.00	1
6 Oct 2026	Payment	PMT-1036	Wire, INV-50238 (bank charge deducted)		12,161.60	-12,161.60	26,668.40	1
6 Oct 2026	Adjustment	ADJ-0077	Bank charge written off by vendor		18.40	-18.40	26,650.00	1
8 Oct 2026	Invoice	INV-50291	Shrink film rolls, PO 7870	3,960.00		3,960.00	30,610.00	1
12 Oct 2026	Invoice	INV-50291	Shrink film rolls, PO 7870 (mailed copy)	3,960.00		3,960.00	34,570.00	1
14 Oct 2026	Invoice	INV-50303	Corrugated cartons, PO 7882	10,415.00		10,415.00	44,985.00	1
17 Oct 2026	Payment	PMT-1041	ACH payment, INV-50259		6,940.00	-6,940.00	38,045.00	1
21 Oct 2026	Invoice	INV-50318	Printed trays, PO 7894 at PO price	8,412.00		8,412.00	46,457.00	1
28 Oct 2026	Invoice	INV-50326	Labels and tape, PO 7905	5,630.00		5,630.00	52,087.00	1
30 Oct 2026	Payment	PMT-1048	ACH payment, INV-50267		11,275.00	-11,275.00	40,812.00	0

THEIR LEDGER — filled by the other party
The other party enters their side here: every document on this account in their books for the period, with their opening balance.
Ledger of	Corvane Packaging LLC
Other party	Tallis Creek Foods Inc.
Account no.	TCF-0418
Period from	1 Aug 2026
Period to	31 Oct 2026
Currency	USD
Opening balance	18,640.00
Balance sign: positive = amount the customer owes the supplier. Charges increase it; payments and credits reduce it. Both ledgers use the same sign.
		Charges		84,832.50
		Payments and credits		56,285.50
		Closing balance		47,187.00

Date	Type	Reference	Description	Charges	Payments and credits	Signed amount	Running balance	In other	Only #
4 Aug 2026	Invoice	INV-50211	Corrugated cartons, PO 7781	9,860.00		9,860.00	28,500.00	1
11 Aug 2026	Payment	PMT-1012	Payment received, thank you		18,640.00	-18,640.00	9,860.00	1
14 Aug 2026	Invoice	INV-50224	Shrink film rolls, PO 7795	7,425.50		7,425.50	17,285.50	1
22 Aug 2026	Invoice	INV-50238	Printed trays, PO 7802	12,180.00		12,180.00	29,465.50	1
28 Aug 2026	Debit note	DN-0412	Expedited freight, PO 7802	385.00		385.00	29,850.50	1
29 Aug 2026	Credit note	CN-2189	Short delivery on INV-50224		612.00	-612.00	29,238.50	1
3 Sep 2026	Payment	PMT-1021	Payment received, thank you		9,860.00	-9,860.00	19,378.50	1
9 Sep 2026	Invoice	INV-50259	Corrugated cartons, PO 7830	6,940.00		6,940.00	26,318.50	1
15 Sep 2026	Payment	PMT-1027	Payment received, thank you		6,813.50	-6,813.50	19,505.00	1
18 Sep 2026	Invoice	INV-50267	Labels and tape, PO 7841	11,275.00		11,275.00	30,780.00	1
30 Sep 2026	Invoice	INV-50281	Printed trays, PO 7856	8,050.00		8,050.00	38,830.00	1
6 Oct 2026	Payment	PMT-1036	Payment received, thank you		12,161.60	-12,161.60	26,668.40	1
6 Oct 2026	Adjustment	ADJ-0077	Bank charge on PMT-1036 written off		18.40	-18.40	26,650.00	1
8 Oct 2026	Invoice	INV-50291	Shrink film rolls, PO 7870	3,960.00		3,960.00	30,610.00	2
14 Oct 2026	Invoice	INV-50303	Corrugated cartons, PO 7882	10,415.00		10,415.00	41,025.00	1
17 Oct 2026	Payment	PMT-1041	Payment received, thank you		6,940.00	-6,940.00	34,085.00	1
21 Oct 2026	Invoice	INV-50318	Printed trays, PO 7894	8,712.00		8,712.00	42,797.00	1
27 Oct 2026	Credit note	CN-2207	Damaged pallets on INV-50303		1,240.00	-1,240.00	41,557.00	0	1
28 Oct 2026	Invoice	INV-50326	Labels and tape, PO 7905	5,630.00		5,630.00	47,187.00	1

MATCH BY REFERENCE
Difference = their amount − our amount for the reference. Choose a reason and the side that corrects each difference.
	Matched		16	0.00		Differences without a reason			0
	Amount differs		1	300.00		Differences without a correcting side			0
	Only in ours		1	11,275.00		Total difference (their − our)			6,375.00
	Only in theirs		1	-1,240.00
	Duplicate in ours		2	-3,960.00
	Duplicate in theirs		0	0.00


A. Entries in our ledger, checked against theirs
Row	Date	Type	Reference	Our amount	Their amount	Difference	Status	Reason	Corrected in	Comment	No reason	No side
1	4 Aug 2026	Invoice	INV-50211	9,860.00	9,860.00	0.00	Matched				0	0
2	11 Aug 2026	Payment	PMT-1012	-18,640.00	-18,640.00	0.00	Matched				0	0
3	14 Aug 2026	Invoice	INV-50224	7,425.50	7,425.50	0.00	Matched				0	0
4	22 Aug 2026	Invoice	INV-50238	12,180.00	12,180.00	0.00	Matched				0	0
5	28 Aug 2026	Debit note	DN-0412	385.00	385.00	0.00	Matched				0	0
6	29 Aug 2026	Credit note	CN-2189	-612.00	-612.00	0.00	Matched				0	0
7	3 Sep 2026	Payment	PMT-1021	-9,860.00	-9,860.00	0.00	Matched				0	0
8	9 Sep 2026	Invoice	INV-50259	6,940.00	6,940.00	0.00	Matched				0	0
9	15 Sep 2026	Payment	PMT-1027	-6,813.50	-6,813.50	0.00	Matched				0	0
10	18 Sep 2026	Invoice	INV-50267	11,275.00	11,275.00	0.00	Matched				0	0
11	30 Sep 2026	Invoice	INV-50281	8,050.00	8,050.00	0.00	Matched				0	0
12	6 Oct 2026	Payment	PMT-1036	-12,161.60	-12,161.60	0.00	Matched				0	0
13	6 Oct 2026	Adjustment	ADJ-0077	-18.40	-18.40	0.00	Matched				0	0
14	8 Oct 2026	Invoice	INV-50291	3,960.00	3,960.00	-3,960.00	Duplicate in ours	Duplicate entries	Our books	Booked twice from e-mailed and mailed copies; reverse the second	0	0
15	12 Oct 2026	Invoice	INV-50291	3,960.00	3,960.00	0.00	Duplicate in ours				0	0
16	14 Oct 2026	Invoice	INV-50303	10,415.00	10,415.00	0.00	Matched				0	0
17	17 Oct 2026	Payment	PMT-1041	-6,940.00	-6,940.00	0.00	Matched				0	0
18	21 Oct 2026	Invoice	INV-50318	8,412.00	8,712.00	300.00	Amount differs	Pricing differences	Their books	Invoiced at new list price; PO price applies, vendor to issue credit note	0	0
19	28 Oct 2026	Invoice	INV-50326	5,630.00	5,630.00	0.00	Matched				0	0
20	30 Oct 2026	Payment	PMT-1048	-11,275.00	0.00	11,275.00	Only in ours	Payments in transit	Their books	Paid 30 Oct; vendor received it 3 Nov 2026	0	0
											0	0
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B. Entries only in their ledger
Row	Date	Type	Reference	Our amount	Their amount	Difference	Status	Reason	Corrected in	Comment	No reason	No side
18	27 Oct 2026	Credit note	CN-2207	0.00	-1,240.00	-1,240.00	Only in theirs	Credit notes missing	Our books	Credit note for damaged pallets not yet booked	0	0
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RECONCILIATION

Our company	Tallis Creek Foods Inc.
Other party	Corvane Packaging LLC
Reconciliation date	31 Oct 2026
Currency	USD

	Amount	Corrected in	Note
Balance per our books	40,812.00
Reconciling items (their books minus ours)
Opening balance difference	0.00		Pick the side that corrects it, if not zero
Payments in transit	11,275.00		Paid by one side, not yet received by the other
Invoices not yet booked	0.00		Issued by the supplier, not yet posted by the customer
Credit notes missing	-1,240.00		Credit issued by one side, not booked by the other
Pricing differences	300.00		Same document, different amount
Duplicate entries	-3,960.00		Same document posted twice
Other differences	0.00		Describe on the Match sheet
Total reconciling items	6,375.00
Expected balance per their books	47,187.00
Balance per their books	47,187.00
Unexplained difference	0.00	OK

Agreed balance after corrections
Corrections to post in our books	-5,200.00
Agreed balance per our books	35,612.00
Corrections to post in their books	11,575.00
Agreed balance per their books	35,612.00
Agreed balance	35,612.00	OK

Response from the other party
Response	Report a difference
Balance per their response	47,187.00
Name	Elena Brusco
Title	Credit and Collections Manager
Date	10 Nov 2026
Their stated balance vs. their ledger	OK

Differences reported by the other party: reference	Their amount		Comment	Attachment
PMT-1048	0.00		Not received by 31 Oct; received 3 Nov 2026
CN-2207	-1,240.00		Credit note for damaged pallets issued 27 Oct
INV-50318	8,712.00		Billed at list price effective 1 Oct; we accept PO price, credit to follow
INV-50291	3,960.00		Invoiced once; the mailed copy is the same invoice