Supplier Invoices

Supplier Invoices

Review Invoice Prices Using Supplier Invoice Reconciliation

SUMMARY / PURPOSE

Use this article to compare invoiced prices against system-calculated prices and resolve discrepancies.
This guide explains how to import supplier or customer invoices and reconcile price differences.

OVERVIEW

Invoice reconciliation allows you to:

  • Import invoice data from Excel
  • Compare imported prices with system prices
  • Accept or reject price differences
  • Update pricing in the system

Use this when:

  • Reconciling agent invoices against your system prices
  • Reconciling customer invoices you've issued
  • Investigating pricing discrepancies

Do not use this when:

  • Creating original invoices (use standard invoicing workflows)
  • Updating base pricing structures

BEFORE YOU BEGIN

Ensure the following prerequisites are met:

  • User role with access to Finance > Operational Tasks > Supplier Invoices
  • Excel file containing invoice data with required columns:
    • Consignment Number (required)
    • Base Total OR Grand Total (required)
    • Optional: Levies, Taxes, Additional Services

IMPORTANT

Excel file requirements:

  • Do not include header rows (headers will cause import errors)
  • File must contain Consignment Number and either Base Total or Grand Total at minimum

STEP-BY-STEP INSTRUCTIONS

Step 1: Access Supplier Invoices

  1. Navigate to Finance > Operational Tasks > Supplier Invoices
  2. The Agent (RCTI) Invoice Filter or Customer (RCTI) Invoice Filter page displays

Step 2: Determine Invoice Type

Choose the appropriate invoice type:

  • Agent invoice: Use when you are the customer comparing prices from your agent
  • Customer invoice: Use when you are the agent comparing prices sent to your customer

Step 3: Create New Invoice

  1. Click Fresh Invoice

      2. Select the Agent/Supplier from the dropdow
      3. Select the invoice date (typically the import date)
      4. Click Create

                                                                        

Step 4: Import Consignments

  1. Click Manual Add/Import on the invoice detail page

       2. Choose import method:
  1. Manually enter consignment numbers, OR
  2. Drag and drop your Excel file into the drop box, OR
  3. Click to select file from your computer
      3. Click Next

                                                                                                      

Step 5: Map Invoice Fields

  1. Review the upload summary showing any discrepancies
  2. Click OK to proceed
   
                                                       

      3. Map the following fields (if uploading a file):
  1. Consignment Number (required)
  2. Base Total or Grand Total (required)
  3. Optional fields as needed (Levies, Taxes, Additional Services)
Info
If you uploaded the file then you will be brought to a mapping screen, where you can select the fields required, only Consignment Number and Base or Grand total are required, however you can add others that are available as shown below.

                                                                                                                        

Note: Any consignments not found/that don't exist in the system and have not imported-these will display under the System Events of the Additional tab from within the invoice itself. 

Step 6: Review Price Discrepancies

Price differences are highlighted:

  • Red: Price difference between imported and system price
  • Orange: Consignment pulled from another invoice

Step 7: Resolve Discrepancies

  1. Click on a highlighted consignment
  2. Review the price summary on the right side of the screen
  3. Choose an action:
    • Accept Imported Price: Update system with imported price
    • Ignore Imported Price: Keep existing system price
    • Acknowledge: Mark non-price issues as reviewed

                                                                                          


Notes
If the price is Ignored, the system will not update and keep the existing system price.

Step 8: Verify and Approve

  1. Review totals at top of screen:
    • Imported Price (total from file)
    • Calculated Price (system total including accepted changes)

                                                
      
      2. Check the Additional tab for import issues or errors


                                                
      3. Once all discrepancies are resolved, approve the invoice as required

Note:
  • The Calculated Price updates in real-time as you accept or ignore imported prices
  • Only prices you accept will update in the system
  • Ignored prices retain the original system values

COMMON ISSUES & TROUBLESHOOTING

Issue: Consignments showing as "not found"
Cause: Consignment number doesn't exist in the system or hasn't been imported
Resolution:

  • Check System Events in the Additional tab
  • Verify consignment numbers are correct in your Excel file
  • Confirm consignments exist in the system before importing

Issue: Import errors on upload
Cause: Header row included in Excel file
Resolution:

  • Remove header row from Excel file
  • Re-upload file

Issue: Cannot map required fields
Cause: Excel columns don't match expected format
Resolution:

  • Ensure Consignment Number column exists
  • Ensure Base Total OR Grand Total column exists
  • Check for typos in column names